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Solutions for ALL Businesses

3 Document Management Systems That Can Improve Your HR Department

5/26/2017

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Document Management for Your HR Department
As with any business, it seems that no matter how many internal steps are taken, there will always be paper and documents that need to be tracked and managed, whether for legal purposes or organizational. There are fewer departments where this is more apparent than in the Human Resource department. The legal components that go into the HR department determine whether or not a company is operating legally and complying with regulations.  

A document management system, whether it be internal or external, can include a storage system based on expiration of documents, documents that need to be easily accessible, and documents that are required to be kept by law. For companies that are choosing to keep their documents on-site, a designated area will ensure compliance is met and there is a sense of organization.

If your business or organization is doing its best to go paperless, document scanning and imaging can eliminate the piles of boxes while giving you 24/7 online access to all of your files. Online access to your files can provide you the opportunity to quickly analyze employee documents that may be nearing their expiration date and provide you the time to transmit the message to the employee. Keeping track of employee documents should not be a chore. As a solution, electronic files can improve the workflow to make your company or organization more efficient.

Lastly, vault services can protect all of your documents if something happens to your facility. Keeping records safe in a vault can ensure that your company can continue to run and operate without interruption.
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What Can Stay and What Should Go? A Guide to Document Shredding

5/18/2017

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Shredding confidential information
You may have a large pile of documents sitting around, whether it’s in your office or personal documents at home. The pile keeps growing and you just haven’t gotten around to sorting through it. You know it deserves your attention, and that most of it should be shredded, but you’re not exactly sure what can stay and what should go. Here’s your guide to document shredding.

What You Should Keep Forever

There are certain documents that you should keep physical copies of forever:
  • Social security cards
  • Birth certificates
  • Death certificates
  • Marriage license
  • Business license
  • Mortgage documents
  • Vehicle titles
  • Passports
  • Wills, living wills and powers of attorney

You can scan all of the above documents and keep digital copies of them, but overall, if there’s a document that you think is important to keep, then do so. It’s better to be safe than sorry.

What You Should Keep for Now

It’s a good idea to keep the most recent version of the following documents:
  • Insurance policies
  • Retirement plan documents
  • Social security statements
  • Tax documents

Anything business related should be discussed with legal personnel before you decide to shred it. If you’re in the professional services industry and get audited regularly, you want to be sure you have all the documents that you’ll need to pass the audit.

Your next step is to organize all the files you are keeping in labeled folders and store them securely in boxes or cabinets. From there, you can decide what can be safely shredded, which should be the remainder of your pile. When you’re ready to shred, let us know so that you can properly dispose of your confidential information!
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What is Document Indexing and How it Can Improve Your Bottom Line

5/11/2017

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Indexing documents
Every company and organization strives for efficient operations and improving their bottom line. But have you ever thought about document indexing and how it can make your company more productive? Here’s what you need to know about document indexing and what it can do for your bottom line:

You want accurate indexing of your records for quick access and retrieval. Time is money. And when you can access and retrieve your records quickly and accurately, it only makes your company operate more efficiently.  The following three criteria of indexing will allow you to store and retrieve your records at the highest security and accuracy levels:

1. File Level:

For boxes packed in alphabetical or numerical order, we can capture the first and last file in the box and enter the information into the box's description field of our database.

2. Detailed File Level:

Individual files within the box can be entered into our database for simple identification of records.

3. Box Level:

We can capture the contents noted on the outside of your box and enter this information into the description field of our database.

So what’s the most efficient indexing process for you? Look for a provider that prepares and packs your boxes at your facility and indexing them for complete and accurate inventory. You’ll want to partner with a dedicated team of indexing specialists that will accomplish the task efficiently and accurately to save you time, hassle and headache. Want to learn more about indexing? Click here to learn more about how R4 Services can assist you.
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Starting Your New Employee on the Right Foot: What You Need for Efficient Onboarding

5/4/2017

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Document Management and Onboarding New Employee
When your company is in the process of hiring a new employee, there’s a lot of routine and manual tasks, documentation and paperwork to be completed. So what can be done to ease the hiring process, improve efficiency, ease administrative burden and ensure your HR professionals have all the tools they need? Here’s how having document management in place can help start your new employee on the right foot:

Document management improves efficiency.

When a new employee starts, there’s a lot of important documents involved. Have your tax forms, contracts and employee benefits paperwork in a trusted document management system for easy access and secure storage. ​

Document management removes waste.

Whether your company is large or small, it takes time to onboard your new employee. Imagine saving time and removing waste for every new employee you hire. Reducing the time chasing paperwork can only help your bottom line.

Document management makes onboarding easier. ​

An efficient company will have working documents for common processes and procedures. Are you asking your new employee to complete a new task that they’re not familiar with? Having step-by-step documentation on how to do it will save you and your new employee time. And when you have all this extra documentation, it’s important to have a document management system in place.

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