Blog Archives

Happy Earth Day! Why Taking Care of Our Earth, and Recycling, Matters

4/22/2016

Happy Earth Day! Earth Day is a reminder of how important it is to take care of our planet, and how we can all have a positive impact on the world by recycling. Even though we celebrate Earth Day on April 22 every year, R4 Services proudly destroys and recycles business files, records and important personal information every day of the year.

Taking care of the Earth is important not only because it is the only home we have, but also because it provides us food, water, fresh air and shelter. There are a number of reasons why it’s important to recycle as much as you can, but two major reasons are an environmental significance and the importance recycling has to us as a human race.

Waste has a significant impact on the natural environment. By recycling, you’re reducing the need for natural resources and raw materials, as it requires much less energy to produce goods. Recycling also reduces pollution caused by waste and is essential to the cities we live in, as it reduces landfill space.

At R4 Services, we say what we do and do what we say. When we say that recycling is important, we’re committing ourselves to taking care of our clients and their needs, and making this world a better, safer place to live. Take the time this Earth Day to consider how you can contribute. Every step in the right direction plays a big part to our well being.

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2 Ways to Reduce Your Overhead with R4 Services

4/12/2016

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If you’re a business owner, you know what it’s like to have operating costs. Some overhead is necessary, and some can likely be reduced. But after some serious thought, you can sort through what’s needed in your organization, and what should be eliminated. Here are 3 ways to reduce your overhead with R4 Services.

1. Consider downsizing
It may be time to take a look around your office and decide if you’re utilizing its space in the most efficient manner. Depending on the size of your organization, you may not need that much office space. And if you’re like most organizations, you likely have lots of documents taking up precious office space. If your office is cluttered with paperwork, consider secure and accurate offsite document storage. You’ll have all of your important records in one place, you’ll have access whenever you need them, and after storing all your records offsite, you might be able to downsize your office or use the extra space for other purposes, saving you money in the long run.

2. Clear out your storage room
Take the time to sort through your storage room and organize or recycle outdated technology such as fax machines, older phones, computers and printers. If certain technology is still in good working order and useful to your business, consider using media/technology vault storage. With media vault storage, you’re protecting your business-critical data and sensitive materials. Sorting through and organizing your business’s storage room not only helps clear out space that can be used for other purposes, but it also provides a peace of mind knowing that you are receiving the highest level of security and protection for your organization’s technology and media.

Putting it all together
When running a business or organization, you’re bound to have some overhead. But there are ways to reduce operating costs to help your organization run more efficiently and cost-effectively. Whether it’s going paperless or clearing space in your office, consider which areas your organization can improve when it comes to reducing overhead. It may take some time and effort now, but could save you money long-term.

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Records Indexing: Driving Efficiency in Your Organization

4/7/2016

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Records Indexing is a process that makes your documents quickly searchable and accessible. By tagging your documents with certain search terms, indexing allows for easy retrieval of your records.

Imagine having no structure to your document storage. When you need a specific document, there’s no system in place to easily retrieve it. Now imagine having a procedure that allows you to search for a specific document via record number, invoice number, document name, date or department. Every organization is different, but the same principles apply. When you search for the document in the system, all the related documents in your search are immediately available. This is the power and efficiency of indexing.

There are three levels of indexing, each unique to your organization’s needs.

1. File Level: For boxes packed in alphabetical or numerical order, file level indexing captures the first and last file in the box and enters the information into the box's description field of your database.

2. Detailed File Level: Individual files within the box can be entered into your database for simple identification of records.

3. Box Level: Box level indexing captures the contents noted on the outside of your box and enters this information into the description field of your database.

Without indexing your records, you’re making it more difficult to access and retrieve your documents. A streamlined indexing system will prepare and pack your documents in boxes for complete and accurate inventory. Make sure that the professionals that index your records accomplish the task efficiently to save your organization time and increase productivity. R4 Services has a professional indexing team that can help you with your unique projects! Click here to learn more.

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Solutions for ALL Businesses

Happy Earth Day! Why Taking Care of Our Earth, and Recycling, Matters

2 Ways to Reduce Your Overhead with R4 Services

Records Indexing: Driving Efficiency in Your Organization

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Solutions for ALL Businesses

Happy Earth Day! Why Taking Care of Our Earth, and Recycling, Matters

2 Ways to Reduce Your Overhead with R4 Services

﻿Records Indexing: Driving Efficiency in Your Organization

Archives

Categories

Records Indexing: Driving Efficiency in Your Organization