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Solutions for ALL Businesses

Why is Document Destruction So Important?

8/28/2017

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Document destruction is becoming more important as both personal identity theft and corporate identity theft is on the rise. Here are a few reasons why the proper destruction of your documentation is so vital:

Safety
Let's start with the obvious reason: safety. When documents are tossed into a recycling bin intact, the data on that piece of paper becomes vulnerable to anyone who comes in contact with it. A quick scan of a social security number or Employer Identification Number can be all a criminal needs to wreak havoc. When your documents are shredded, the data once present on those documents becomes unusable.

Compliance
Depending on your industry, destroying documents might not only be a smart business practice, but also may be required. Industry regulations exist to ensure that private health or financial information is properly destroyed when it has fulfilled its lifecycle. Many regulatory agencies even require a Certificate of Destruction.

Customer Confidentially
File this one under ethics and customer service. Your customers trust you with very sensitive information about their identity, finances, or personal health. When you can assure your customers that their information is secure with you and will be destroyed when it's no longer relevant, you can gain more respect and potentially generate additional business from new clients via word of mouth.

Frees Up Space
A conference room or closet filled with old paper files is simply a waste of valuable real estate. Think about what you could do with that office space if you were to unload boxes and file cabinets full of out-of-date paperwork!

Reuse
When documents are shredded, it becomes much easier to prepare it for reuse. At R4, we bale and ship shredded material to be converted into new, useable products. Shredding not only makes an impact on your business, but on the environment as well.
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Are You Fully Destroying Your Hard Drives?

8/17/2017

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An immeasurable amount of data is kept on magnetic media storage devices. The days of rummaging through stacks of paper are over; hard drives, tapes, and even film have revolutionized the way we work and store data. They save space, are easy to navigate, and are always readily accessible. Yet, they often need to be replaced, and it’s not always so easy to wipe sensitive information from them. Clicking ‘delete’ and emptying the recycling bin from your desktop won’t do the trick.

When will you need to wipe the info?

Rapid technological advances will cause new hardware to turn obsolete more quickly. Upgrading to a new system, deleting information in compliance with federal privacy laws, or clearing out some space are all reasons to take precautions. Even your personal computer’s hard drive can contain credit card numbers, banking information, social security numbers, and website login information. Whatever the reason, you need to transfer, wipe and destroy the data from the old system.

Why Make the Effort?

Highly impressive feats of data recovery are not unheard of -- it’s a big market, actually. Recovery services can extract data from physically damaged hard drives, drives that experience software or hardware issues. What you may think is a defunct piece of hardware could be someone else’s key to your privacy. Properly disposing of these things can take a lot of time and effort, especially for companies that store a lot of data. Overwriting, degaussing or even shredding the equipment takes professional help. That’s where we come in.

R4 Services

We are data experts in every sense of the word. Equipped to deal with any type of media, be it hard drives, film, disks, even x-rays, we guarantee your sensitive materials are protected and secure from pickup to destruction. We’ll work with you to prepare a customized destruction schedule that’s right for you. ​
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The Importance of Document Management in Education

8/4/2017

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Document Management and Education
School is just around the corner. It is out with the old and in with the new.  That means new lesson plans, student reports, registration forms, parent newsletters, student and teacher projects and papers, etc. With an abundance of documentation that piles up every year, it is essential to implement a document management system so that the focus can be on learning rather than on paperwork.  Below are tips on how you could benefit from adding a document management system to your school’s initiative this year.

Collaboration.  A lot of the learning process happens between peers.  Hosting a platform for students and teachers to collaborate allows for efficiency and ease during the educational process, whether individuals work in the same location or remotely.

Editorial Process. No paper or project is “A” material right away.  When working on a project or paper, it is likely that you will have research, outlines, and drafts before you make it to the final draft.  Additionally, your administrative department probably has budgets and rosters they use from year-to-year. A management system allows anyone to easily find the latest copy of a document and reference old material when necessary.  

Security.  A student’s personal information must stay confidential and only be available to authorized individuals. To ensure the highest level of security, measures should be in place within the document management system that secures sensitive information. Also, your documents are saved from a disaster, whether that be a flood, fire, or data breach. When a document management system is in place, you’re guaranteeing your documents are always secure and available.

Efficiency. Education has many structures and moving parts.  Compiling the data in one place allows for ease and efficiency when working on student recommendations, grants, scholarships, communicating with parents, and any other task requiring paperwork.
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