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Solutions for ALL Businesses

What Do You Know About the Sarbanes-Oxley Act of 2002?

3/24/2016

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​On July 30, 2002, President Bush signed in to law the Sarbanes-Oxley Act, an act that has forever changed the internal auditing process in organizations. According to
www.soxlaw.com, the Sarbanes-Oxley Act of 2002 introduced major changes to corporate responsibility and to the regulation of financial disclosures, and introduced an opposition to corporate and accounting fraud. The Act also created the “Public Company Accounting Oversight Board” to supervise the activities of the auditing profession. The Act is named after its authors, Senator Paul Sarbanes and Representative Michael Oxley.


The Act’s purpose, stated within the original document, is “To protect investors by improving the accuracy and reliability of corporate disclosures made pursuant to the securities laws, and for other purposes.” The full text of the Act can be found by clicking here.

What this means for your organization
The Sarbanes-Oxley Act is mandatory for all organizations, small and large, to comply. That means if you’re the owner of a business or organization and your office undergoes an annual audit, it’s in your best interest to be familiar with the Sarbanes-Oxley Act, if you’re not already.

The Act means plenty of changes for both the auditor and the organization. It is designed to discourage corporate and accounting corruption, bring justice to offenders, and protect employees and shareholders of companies. While the Act introduces tougher auditing regulations, if you have an organized, controlled and efficient file storage system in place, you can eliminate the many potential headaches that come with the auditing process.

If you don’t have all of your business and financial documents scanned and secured digitally, and your organization’s physical documents stored securely, it’s time that you get organized and implement an appropriate storage system. R4 Services offers offsite record storage, as well as document scanning and imaging services, giving you secure, immediate and efficient access to your organization’s business documents.

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If you’d like to learn more about the Sarbanes-Oxley Act, speak with your organization’s accounting department or seek advice from a third-party professional accountant. Meanwhile, analyze your organization’s document storage system and consider whether it’s efficient enough for today’s increasingly demanding auditing procedures. If you’re in need of more streamlined document management, you can learn more at by clicking here.

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Why Secure Record Storage is a SMART Move!

3/15/2016

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​Every business has active information that requires appropriate management and security. Managing these documents can be challenging, and that challenge may lead businesses to opt out of the ever important necessity of secure and accurate document storage. You may be wondering if you need record storage for your business or organization. If you have confidential documents, then the answer is yes.

Be at ease.
When you securely store your records, you will have a peace of mind knowing that your documents are safe and that you have easy access to your files and boxes. You won’t have to worry about where your documents are, whose hands they’ve fallen into, or whether your confidential information is vulnerable to theft or not. When you choose to store your documents with a company like R4 Services, you can request access to your records by simply calling, faxing, emailing or accessing account information via the web.

Record storage is a serious responsibility.
Trusting someone else to manage, store and secure your organization’s active and archival information is a crucial responsibility. When looking for a service to store your documents, you should look for someone that has invested in superior records storage software to manage millions of boxed records and active files for you. You’ll need a service that can deliver meticulous accuracy, efficiency and reliability, because your confidential records are that important.

When looking for a storage service, you should also consider customer service. Ask questions like, ‘When I request a specific file or entire box, will it be delivered right to my door? Will it be executed quickly, safely and securely? Can you store my electronic media as well? Do you have state-of-the-art vaults?’

Asking these questions will ensure that you’re getting the superior service that you deserve. It’s a smart move to organize and box all of your important business records. From there, R4 Services will bring order to chaos with our expert record storage and record management services. It really is that simple.


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3 Questions to Ask When Purging Your Files

3/8/2016

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​Take a serious look around your desk. Do you have a colossal amount of paper files around your office? Does your stack of papers seem to be growing every week? An efficient filing system is crucial for employees of all companies to know which documents should be kept and which ones can be purged. Lingering paperwork is unproductive and can add stress to your already hectic life.

By having a proper document retention system in place, you will become aware of your documents and know which ones to archive and which ones to destroy. If you’re in need of getting your files organized, ask yourself these 3 questions when considering a purge of your files.

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1. Does my company have a document retention policy? If your company has a document retention policy, refer to it for direction on how long you need to keep certain documents. Before you decide which documents can be kept and which ones to shred, it’s important to have a timeframe in mind for how long those documents need to be retained.

2. Do I have a filing system in place? If you have paperwork all over your work area--on your desk, on your coworker’s desk, on the floor, stuffed in your desk drawers--there’s a good chance you need to rethink your filing system. Regularly sort through, file and shred important documents. It’s helpful to set aside 30 minutes each week to review, sort and file your paperwork. If you keep the most recent documents in the front of your file system, current and significant information will be on the top. All other excessive and confidential paperwork should be shredded.

3. What can be retained, and what can be shredded? Sort through your physical files and ask yourself, ‘do I have an electronic copy of this document saved?’ If yes, and assuming you don’t need the hard copy, shred it immediately. The cleaner your physical file system is, the less paperwork you have to manage. It is important, however, not to shred legal, financial and auditing documents without first notifying those respective departments.

As Spring approaches, it may be a good time to consider the structure of your file system and do some ‘Spring Cleaning’ in the office. R4 Services offers onsite and offsite document shredding to provide you with flexible options that best meet your business needs. Click here to find out more about our document destruction services!

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