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Solutions for ALL Businesses

3 Tips on How to Organize Important Documents at Home

6/24/2020

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We find ourselves in a new working landscape due to the evolving pandemic, which for many of us means working remotely, even as the country continues to open up. Keeping an organized workspace for yourselves and employees is crucial to maximizing efficiency in a time of such uncertainty. It's all too easy for papers and boxes of files to start piling up, especially in document-heavy professional fields such as the accounting, healthcare, banking and legal industries. Staying on top of your game when it comes to clearing out your office is important -- it's easier to stay organized than it is to reorganize, and R4’s document management & scanning services can help.Here are some helpful tips on how to organize important documents at home.

1. Scan and index your important files
By scanning and indexing your important documents at home, you're not only creating backups of the hard copies, you're digitizing them for maximized accessibility. Gone and forgotten are the days of sifting through boxes and digging through file cabinets. With your digital documents, you can pull up any file from any computer with a web browser. Through a secure connection, you can easily search for files, pull them up, make notes on them and directly print, email and fax. All of our digital scanning, indexing and mobile access software are fully HIPAA-compliant.

2. Get rid of unnecessary files
After scanning and indexing, you might not need hard copies anymore, so there are a few options for you. The first option is to destroy them. We have discussed the importance of maintaining a rigid retention schedule many times in the past, and it still holds true for nearly every industry. Outdated medical records with sensitive patient information, old financial statements and tax info (including SSNs) may be unnecessary to keep around the home office. Here's a list of documents you should destroy, but probably aren't. Keeping hard copies of outdated files doesn't just clutter your physical office space, it opens you up to legal liabilities and tax audits. R4 Services has the state-of-the-art document destruction equipment that can securely and confidentially destroy any media type from paper, film, tapes, monitors, disks, x-rays and hard drives.

3. Store your documents offsite
Perhaps you're looking at how to organize important documents at home without destroying those mountains of paperwork. Whether it's for sentimental value or to remain legally compliant, you might need to keep those documents -- yet, you don't want it taking up your real estate. In that case, consider storing your documents off site via vault services. It guarantees to keep your records accessible 24/7 for any media type: computer tapes, disks, video/audio recordings, microfilm, microfiche, x-rays. We can also provide climate-controlled storage space for older, sensitive things such as paintings, archival documents, books, photography, and business-critical documents (eg. disaster recovery plans).

Any and all of these methods work for any industry from medical, legal, education and more. These best-practices will help to keep your home office organized to maximize efficiency, while keeping a more breathable and uncluttered office space. 

To find out more on how to organize important documents at home, contact us at 773-843-3915 or orders@r4services.com

Other R4 Services Solutions include: 
Document Management
​Shredding Services
Destruction Services
Hard Drive Destruction
Electronics Recycling
Vault Services
Indexing
Disaster Recovery
Web Access
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4 Reasons to Use Document Scanning & Imaging Services

6/11/2020

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The Coronavirus pandemic has unfortunately done away with the status quo of the business landscape as we know it. Yes, businesses are beginning to re-open, but the timing and standards are varied by state. Many companies are incorporating remote work on a more permanent level. Your business needs to seriously consider which elements are able to shift to accommodate world events because not only are we still in the fight, but future outbreaks are expected to hit again. 

One way you can shift to remote work is online record storage. Scanning & imaging all your documentation can feel like an overwhelming task, but the benefits you will receive outweigh the upfront commitment. Here are 4 reasons to use R4’s Document Scanning and Imaging Services  for your business.
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1. Quicker Retrieval
If your documents are scanned and available online, they are also easily searchable. Forget about locating the right file cabinet, sifting through folders, and then shuffling papers to find the right one. Once documents are scanned and available online, they are easier to search through. Right from your desk, you can perform a keyword search to instantly bring up the file you need. This gives you more time to spend on other important aspects of your business. For businesses whose workforce relies on home offices or limited office space due to pandemic restrictions, this is a big time saver.
2. Access from Anywhere, Anytime
A physical piece of paper can only exist in one location, but a scanned document is available to you anywhere and at any time. Today's business world no longer revolves around a routine 9 to 5 day with everyone working in the same location. With today's more flexible work schedules, there is a bigger need to access information ‘after hours’.  Many employees are also working from a home office or while on the road. When your documents are scanned, you can still retrieve information online no matter where you are located. This is especially crucial for the many businesses whose workers are unable to exchange or make copies in a traditional office setting.​
3. Document Mark-ups
Paper documents need to stay in pristine condition, and if they're used by multiple people, you can't make personal notes. But with an imaged file, you can add notes to a document and insert reminders or flags before you print. Scanning allows you to retain the original version of the file, but also have an additional copy that is custom to your specific needs.

4. Backups 

Even as workplace restrictions loosen when we move into the next phase of this pandemic, your company will need to adapt to fluid and changing workplace settings, and having digital backups of important documents will be key to moving forward with your business. R4 Services prioritizes the safety of your company’s information, and all of our document management is fully HIPPA compliant. 


The way of doing business continues to change, and having a solution like R4’s document scanning and imaging services is just one way to ensure that you’re prepared for the new work landscape and future changes to come.
For more information, contact us at 773-843-3915 or orders@r4services.com

Other R4 Services Solutions include: 
Document Management
Shredding Services
Destruction Services
Hard Drive Destruction
Electronics Recycling
Vault Services
Indexing
Disaster Recovery
Web Access
​
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