Blog Archives

Moving? Sift Through Crucial Documents While Packing

9/29/2017

Should it stay or should it go? Your thoughts may be clashing while preparing for a move, but you don’t need to fret. Whether your company is upsizing, downsizing or just changing locations, moving is your opportunity to finally sift through the mountains of documents you’ve accrued over the years. Packing costs a lot of time and money, so one thing will become abundantly clear: you don’t need to hoard everything!

What can stay: Any documents that aren’t frequently renewed or that have to do with your business’ integrity are important to keep.

Social security cards
Birth certificates
Death certificates
Marriage license
Business license
Property records
Vehicle titles
Passports
Wills, living wills and powers of attorney

What can go (eventually): up-to-date versions of the following documents are necessary to keep.

Insurance policies

Retirement plan documents
Social security statements
Tax documents (about 7 years)
Credit card receipts/statements

Older versions of these documents are unnecessary and probably fine to shred. But remember: when it comes to document destruction, always consult your legal team first. For example, tax documents that are more than 7 years old are useless to the IRS, however, other financial statements such as loan payments may be necessary to keep for a while, depending on the situation.

When you decide to shred documents, R4 Services can help. We offer secure on- and off-site destruction and can handle all types of media -- be it paper, hard drives or even x-rays. For the documents you need to keep, we have many storage options. Contact us today to find out how we can relieve stress and save you time during your company’s move!

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Education’s Dependence on Document Management

9/22/2017

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Every educational institution processes mountains of documents and records each year. From student and staff files to lesson plans and textbooks, schools of all levels and sizes are dependent on good record keeping and document management. If the security or management of these documents is compromised, the institution’s integrity crumbles. It’s no wonder that nearly one-third of businesses that suffer major data loss due to disaster never reopen and almost half of them go out of business within 3 years.

Government institutions are taking these concepts quite seriously. The US Department of Education formed the Privacy Technical Assistance Center (PTAC) in response to more and more people demanding higher education and the rapid expansion of technology and data collection. Educational facilities gather a lot of sensitive information from students, so confidentiality is a top priority. There’s no question that companies suffer customer loss after data breaches, and schools are no different. According the the PTAC, breaches and misuse can be avoided by utilizing a “data governance plan”, which includes:

Protection of sensitive data;
Vulnerability assessment and risk management;
Enforcement of legal, regulatory, contractual, and architectural compliance requirements;
Identification of stakeholders, such as parents and administrators, their roles and responsibilities; and
Access management

How We Can Help
Data is our specialty and we serve every facet of it. Our array of services includes records storage, vault services, document scanning and imaging, indexing, web access and in the worst case scenario, disaster recovery services. Oh, and if need be, we can BE the disaster -- we also offer destruction services. We dedicate ourselves to being reliable, resourceful, responsive and reasonable.

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How Record Indexing Can Improve Your Business

9/15/2017

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Proper record indexing is the most efficient way to stay organized with your management system. By tagging each document with metadata and keywords, it optimizes your document searches and retrievals, saving time (and, ultimately, money) by granting remote access. After all, what’s the point of having a data management system if you’re still endlessly digging through virtual boxes? Proper indexing will make your database run smoothly and allow your business to run more efficiently.

There are 3 levels on which R4 Services indexes your documents for you -- the box level, the file level, and the detailed file level.

The box level: We’ll organize the contents of each box you have and tag it accordingly. This will allow you to easily find groups of relevant files, rather than a single one. For example, law offices may need to retrieve whole boxes of files pertaining to one case. Box-level indexing will allow all relevant files to be searched by case.

The detailed file level: This is for when you need access to one particular file within a box. In the medical field, doctors may need to access one patient’s records, so it would be more beneficial to search the database by patient name and pull the individual files accordingly.

The 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.

R4 Services will consult with you to figure out the most efficient and convenient way to organize your files. We can prepare and pack boxes at your facility and index them at the R4 warehouse for complete and accurate inventory, or we can accomplish the task at your facility. Either way, our dedicated team of indexing specialists will accomplish the task efficiently and accurately to save you time, hassle and headache.

For more information about how we’ll help your business run more smoothly, contact us today.

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Utilizing Your VCKweb Portal

9/8/2017

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Your company’s data organization, accessibility and security are high priority not just for you, but for us. This is why we use Visual Corporate Keeper to organize and secure your data. Once you begin data services with us, we’ll give you personal instruction on proper utilization of your account, but here is a brief overview on what you can expect.

Immediate and Mobile Accessibility
After setting up and logging into your account, you’ll find that if you need to access your data from multiple locations, it won’t be an issue. Using a maximum security web browser, you can retrieve your documents using any computer platform with an internet connection. If you’re extra worried about account integrity, you can set up extra security measures like IP Blocking, which only allows access to your data from within your company. You can also limit the days and even times that your data is accessible.

Instant Service
Remotely do data entry on both the box and file level, request and retrieve files, create custom searches, and more. This is all done online and instantaneously through your secured VCKweb account. It’s made as quick and easy as possible so you can run your business more efficiently, concentrating on what matters.

In addition to the above benefits, you’ll have access to an integrated report writer, generating easy and organized reports that can be downloaded and printed immediately. You can even schedule and process document destruction through your account.

R4 Services is dedicated to making your life easier by handling the nitty-gritty and often tedious task of data management, accessibility and destruction. For more information or to schedule our services, get in touch today!

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How Your Law Office Benefits from Document Management

9/1/2017

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It’s no secret that accurate and organized documentation is one of the most important aspects of any office, but especially in law offices. Attorneys create and store massive amounts of records, paperwork, and documentation in general. Many of these offices are starting to lean toward digital storage, as the majority of communications and records are now through email. Through all the stacks of paper and hard drives filled to the brim with documents, the benefits of having an effective document management and storage system are seemingly endless.

Security
Law offices deal with a ton of private and sensitive information. The last thing they need is a security breach to compromise their integrity and reputation. R4 Services offers vault services for a variety of mediums -- computer tapes, disks, film, documents, and even paintings and photography. It’s guaranteed to be secure and accessible 24/7.

Accessibility and Centricity
Having all of your documents consolidated into one space that’s accessible 24/7 is crucial. It greatly improves your efficiency and time management. You can access your documents from anywhere, saving you the hassle of digging through mountains of boxes of files to find what you need. This allows you to work from anywhere and be more efficient in your casework. “Sure I can access my digital files anywhere, but what about physical paperwork?”, you may ask. Well this brings us to the next point.

Scanning and Storage Space
R4 Services will scan your paper documents and digitally catalog them for your easy access. Digitizing your records will save you space, time, and ultimately money. Benefits of utilizing our scanning services include: record retrieval from your desktop, eliminate the concern associated with locating original documents, direct fax capability, direct e-mail capability. And most importantly, it’s all completely HIPAA compliant.

To maximize the efficiency of your law offices, you need a competent and organized data storage service yesterday. Call us today to find out how we can help you.

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Solutions for ALL Businesses

Moving? Sift Through Crucial Documents While Packing

Education’s Dependence on Document Management

How Record Indexing Can Improve Your Business

Utilizing Your VCKweb Portal

How Your Law Office Benefits from Document Management

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