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Solutions for ALL Businesses

9 Tips for Storing Your Files

2/22/2016

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​Take a moment to think about your file management practices. After some serious thought, you may feel overwhelmed. You might not know where most of your files--physical and digital--even are. The good news is, you’re not alone. Many business-savvy people save documents wherever the default settings are set to, and have no clue where to locate them later.

Years of bad file management could be to blame. Regardless, it might be time to make some serious habit changes to how you store your files.

Physical Files:

1. It’s time to implement the right classification system
A functional classification system is important for filing comprehensive information and maintaining consistency in naming items. Having a classification system in place will allow you to retrieve and file items easily. To properly classify your files, make labels for hanging file folders or manila folders. Then organize all your documents into the appropriate folders.

2. Centralizing files: keep everything together
Having all your files in one, central location will give you peace of mind knowing where everything is located. Bringing all of your physical files into one space, such as a file cabinet, or an off-site storage facility will improve user efficiency, security, reliability and space utilization in your workplace. Having all your physical files in one location should also make it easier to manage and keep records of your most important information.

3. Tickler File System
Setting up (and committing to) a tickler file system could be a game-changer if you’ve never used it before. The tickler file system is simple. Create 43 hanging file folders. Label 12 folders for each month of the year. The remaining 31 folders can be labeled 1-31, one for each day of the month. Organize the folders in numerical and chronological order in a file cabinet, and then file away any paperwork that has a due date into it’s given day of the month. Every morning you can open up that day’s folder and know exactly what you need to work on.

Digital Files:

4. Store all of your data in one location
Organizing your digital files and folders on your computer is no different than keeping your physical files in one location. The most efficient way to do this on your computer (for Windows users) is to utilize the default Documents folder built into Windows. Be sure to name your folders according to subject and store appropriate files into each named folder. To clear space on your own computer, consider R4 Services’ imaging services, where we scan your paper files, then store and manage them as digital files for you. 

5. Take advantage of shortcuts
One of the easiest and most productive ways to keep your digital files organized is to use shortcuts on your desktop or laptop. Rather than copying a document to your desktop, make it a habit to create a shortcut to that file.  This will ensure your files remain where they belong. To create a shortcut to a document, right-click on the file and choose Create Shortcut. 

6. Go with short file names
Keeping your file names short and concise will help you find documents and properly organize them. WIth a shorter, condensed file name, you can quickly access the document you are searching for and avoid confusion when sharing the files with other people.
 
7. Be descriptive as possible when naming folders
When you have multiple digital files across several different topics, it’s a good idea to separate the files into different descriptive folders. Having descriptive folders can help you easily identify what the topic is about. Let’s say you have multiple files throughout the year, and you want to break them down into months of the year. You can create 12 folders, one for each month, and file documents into their respective monthly folders. The more detail you have in your folder names, the easier it will be to locate the files when you need them.

8. Couple folders within folders
When you have a big project that you’re working on, you’ll likely have many documents going at once. Those documents will go into their own (newly named and descriptive!) folders. But what happens when you have too many folders? You can nest folders within folders. So, when you have a project or task to manage that is ongoing for several years, you can have one folder naming the project. Within the project folder you can create folders for each year. Eg., “2012”, “2013”, “2014”. This way, when you’re looking for a file from a previous year, you know exactly where to find it.

9. Regularly backup your files
This is perhaps the most important tip for good file management. When you need a copy of a physical document, you go to the copier machine and make a copy. It’s no different for digital files. Whether you backup your files onto a jump drive, or external hard drive, getting into the habit of backing up files is a smart idea. 
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Need additional advice when it comes to your businesses’  document storage and file management plan? Contact R4 Services here!

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Why We LOVE Our Clients!

2/12/2016

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​Creating, fostering, and maintaining relationships is a fundamental element to achieving success (both personally and professionally).  At R4 Services, we treat every single one of our clients as though they are family, making sure that they are taken care of and that all their needs have been met.  

We absolutely LOVE the relationships we have built with both our new clients and the clients we have been working with for years.  Because of you, we are able to provide high quality shredding and document destruction services to keep your sensitive data safe.  

We are feeling the love this Valentine’s Day.  So THANK YOU to all of our clients and customers for letting us do what we love to do: keep your documents and files safe and secure.
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Thank You for Participating!

2/12/2016

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Thank you to all of our #R4 Selfie participants! Be on the lookout for our next contest & thank you for trusting R4 Services with your document destruction and management.

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What Does the Big Game have to do with R4 Services?

2/6/2016

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​The big game is TOMORROW! What are you most excited for? The food?  The parties? The commercials? Or the actual game?

You may be asking yourself: What does R4 Services have to do with the events happening on tomorrow?  BUT...We have more in common with the big game than you may think…

Check out the 6 ways R4 Services and the big game are similar.

1. The big game is Personalized.  So is R4 Services.  When you watch the commercials during the big game, don’t you feel like they are being spoken directly to you?  That’s exactly the kind of service we provide.  We tailor our services to you and your company’s needs: whether its document destruction, storage, indexing, or all of the above. Our goal is to help organize and manage your company’s files effectively, and with a high level of expertise.

2. The big game has fans…So does R4 Services.  R4 Services’ clients are treated like family, which leads to fostering great relationships that stand the test of time. This allows for us to grow our business and reputation, just like the big game!

3. The big game is reliable… So is R4 Services.  You know the big game is going to be on Sunday, and the halftime show is on during halftime.  R4 Services is reliable just like the big game!  When we create a customized records management plan, we stick to it.  When we say rush retrieval and delivery, you can count on it in two hours - set your watch.

4. The big game plans is prepared in case of risk… So is R4 Services.  Doctors and physical therapists are ready on the sidelines of the big game, and metaphorically, so is R4 Services.  If a disaster strikes your company, are you prepared?  If you decide to store your records with R4, you will have the peace of mind that your vital business information is safely secured and available should you need it.

5. The big game is surprising .. So is R4 Services. T
he exciting moments of the game are what draws you in.  R4 Services likes to keep our clients on their toes as well! We make sure that we are always informing our customers of new offers, technology, and ways to better their service.

6. The big game is known for bringing people together for a common goal… so is R4 Services.
There’s nothing better than working with a group of determined individuals to reach a common goal.  Just like the teams of the big game, the R4 Services team is ready to tackle any records management problem, and turn it into an one-of-a-kind solution.  

G
ear up for the big game and document management! Contact R4 Services today.
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Should Schools Utilize Document Storage Facilities?

2/1/2016

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​It is no secret that technology is advancing and FAST. Digital files are becoming the norm for storing information, and old paper files may need a place to call home.  One example where this conundrum may come into play is within school districts.  

Schools are now utilizing digital files and records management, but what about their paper files? Floor and storage space is becoming more of an issue as these paper files regarding students, district mandates, and other confidential documents are piling up and taking up valuable space.

Schools are required to maintain student and personnel files for minimum time periods and these files can occupy large amounts of space. Moving these files off-site not only secures them, opens up additional space, but are also securely destroyed after the set retention rate.

If you work at a school or university, what are your thoughts about storing records off school grounds? Can you think of a space right now where files are taking up space that could be utilized for something else?

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Contact R4 Services today with any questions YOU may have about Document Storage.
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