R4 Services

  • Home
  • Services
    • Document Management >
      • Legal Document Management
      • Banking and Financial Services Document Management
      • Healthcare Industry Document Management
      • Government Document Management
      • Corporate Document Management
    • Paper Shredding Services
    • Office Packing Services
    • Destruction Services
    • Hard Drive Destruction
    • Electronics Recycling
    • Vault Services
    • Document Scanning and Imaging Services
    • Indexing
    • Disaster Recovery
    • Web Access
  • Meet
  • FAQs
  • Contact
  • Blog
  • Store
  • Home
  • Services
    • Document Management >
      • Legal Document Management
      • Banking and Financial Services Document Management
      • Healthcare Industry Document Management
      • Government Document Management
      • Corporate Document Management
    • Paper Shredding Services
    • Office Packing Services
    • Destruction Services
    • Hard Drive Destruction
    • Electronics Recycling
    • Vault Services
    • Document Scanning and Imaging Services
    • Indexing
    • Disaster Recovery
    • Web Access
  • Meet
  • FAQs
  • Contact
  • Blog
  • Store

Solutions for ALL Businesses

Why is Document Destruction So Important?

9/23/2016

0 Comments

 
Picture
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.
0 Comments

Why Records Management Matters if You’re in the Banking and Financial Industry

9/15/2016

0 Comments

 
Picture
There are so many reasons why it's important to ensure that you have a proper records management policy in place when you're in the banking and financial industry. Here are a few to consider:

Fulfills Compliance Requirements
The banking and financial industry is highly regulated, and it can be a challenge to understand all the nuances of various requirements. Whether you are working to comply with Dodd-Frank Regulation Requirements or the FDIC rules for electronic files, you may need assistance understanding how they impact your records management process. At R4 Services, we are up to date on all compliance requirements and can help define exactly what you need to be compliant.

Prepared for Audits
With a solid records management system, you don't have to worry when you are selected for an audit. If your records are properly organized, you can provide a solid paper trail when questioned. This preparation can help you sail right through audit, saving you time, money, and stress.

Protection from Fraud
When an individual or company's financial security is put at risk, it can be devastating. Financial documents are full of sensitive information and can provide access to a family's savings account or a multi-million dollar company's investments. Fraud can cause a family to default on their mortgage or a business's stock to plummet. When your records are properly archived, stored, and destroyed when no longer needed, you can assure your customers that you are providing them with the security they need.
0 Comments

How Your Company Can Benefit From Document Scanning and Imaging Services

9/9/2016

0 Comments

 
Picture
Your company's documents are full of sensitive, personal information that your customers have entrusted to you. And within the entire suite of documentation in your business, each document has different requirements. Some need to be retained for record-keeping and industry compliance requirements. Other documents may be an active file that many users need to access simultaneously.

With document scanning and imaging, you can turn your paper documents into electronic files that you can access from anywhere at any time. Your company can benefit from document scanning and imaging services in many ways.

Central Repository
Once your documents are scanned and available online, you don't have to worry about tracking down an individual file that another employee may have in their office. An imaged document will always be available through web access, and you can quickly search via keywords to locate it. After you have found your file, you can immediately share it with others via email or fax.

Annotating a Document
Even though a document may no longer be active, there may be items you want to highlight when you share the file with a colleague. You can add notes, reminders, or flags to a document, and print it with these annotations.

Security
A paper file has the risk of being lost, destroyed, or stolen. But when your documents are stored online, they are safe behind password-protected software. And at R4, our files are backed up each night and monitored 24/7 through a staffed Network Operations Center. 
​

Instant Access to Your Documents  Results in Better Customer Service
With files stored online, you can instantly retrieve a document when you are on a phone call with a customer. This ability to respond to your clients quickly and efficiently is sure to create a positive impression and make an impact on your customer service.
0 Comments

The Power of Web-Based Software: How You Can Access the Information You Need, When You Need It

9/5/2016

0 Comments

 
Picture
Records and documents are a vital part of any business, but they can take up valuable real estate. When you choose to store your documents offsite, that doesn't mean they have to be hands-off. With web-based software, such as R4's VCKWeb, you can still access—and even modify—documents that are stored in a separate location.

It's Always There
With web-based software, you don't have to worry about a specific co-worker being available to give you access to a storage room. With your ID and password, you can access your files any time of day or night. With today's flexible work schedules, the ability to retrieve documentation the instant you need it is a real win.

It's Fast
Forget about strolling the aisles of a dark basement to find a specific record. When your documents are scanned and indexed, you perform a quick online search and locate the information you need faster than your fingers can flip through a stack of folders.

It's Dynamic
Electronic documentation doesn't have to be static. Web-based software also enables you to edit a document remotely. You can perform data entry tasks and then save the updated file.
​

It's Responsive
With the right web-based software, you can even order specific tasks. For example, once you've located the files you need to access—whether one or an entire box— you can submit a request to have them physically delivered to your office. Or if a record has fulfilled its retention requirements, you can submit an order to have that file securely destroyed.
0 Comments

    Archives

    December 2022
    November 2022
    October 2022
    September 2022
    August 2022
    July 2022
    June 2022
    May 2022
    April 2022
    March 2022
    February 2022
    January 2022
    December 2021
    November 2021
    July 2021
    May 2021
    April 2021
    February 2021
    October 2020
    June 2020
    March 2020
    December 2019
    November 2019
    October 2019
    September 2019
    August 2019
    July 2019
    June 2019
    February 2019
    December 2018
    November 2018
    October 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    June 2017
    May 2017
    April 2017
    March 2017
    February 2017
    January 2017
    December 2016
    November 2016
    October 2016
    September 2016
    August 2016
    July 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    July 2015

    Categories

    All
    Destruction Services
    Disaster Recovery
    Document Management
    Document Scanning And Imaging Services
    Document Storage
    Electronics Recycling
    Hard Drive Destruction
    Indexing
    R4 Services
    Security
    Shredding Services
    Vault Services

    RSS Feed

Picture
R4 Services LLC
(773) 843-3915 
1301 W 35th St, Chicago, IL 60609
Terms & Conditions | Privacy Policy | © R4 Services LLC
Picture
Website by RyTech, LLC