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 Having Proper Document Storage Procedures in Place is Crucial for Your Business

10/28/2016

0 Comments

 
Picture
Your documents are valuable assets, and should be treated as such. Having a document storage system is not just a good idea, it's crucial to keep your business running smoothly and your customers happy. Here are a few reasons why document storage is so important:

Tracking
Once you've located a document you need physical access to, it may have to travel through several sets of hands. At R4, we use unique bar code labels and the latest in scanning technology to ensure your records are accounted for at each point of movement. So when a document moves, you know when it moved, where it moved to, and who was involved.

Regulatory Compliance
Undergoing a regulatory audit can be a stressful situation, but it doesn't have to be time-consuming. If you have a strong document storage system in place, you can quickly and efficiently retrieve the necessary documentation for your audit, leaving you more time to focus on your core business needs.

Provides Proof
Sure, you know your interactions with clients inside and out, but the human brain can only hold so much information. When it's time to make a crucial business decision, do you want to rely on your memory, or documented evidence? Having quick and efficient access to your records ensures that you can recall important information and are making decisions based on facts, not recollection.
​

Customer Satisfaction
Your customers trust you with valuable personal or business information, and you need to prove to them that you have the proper support system in place to honor that trust. They want to know that if they need to access an old medical record, you will be able to fulfill that need. Or if they need the details of a legal interaction, the information will be comprehensive and provided swiftly. When your customers see how much you value their paperwork and important information, they will know you are serious about handling their business.
0 Comments

Facing the Challenges of Efficient Records Management and How to Find the Right Solution

10/21/2016

0 Comments

 
Picture
Records Management takes both a financial and time investment to ensure you are implementing the right solution for your needs. But following the steps below will set you on the right path to be efficient and effective.

Research Compliance Requirements
​The first step to create efficiency is to learn what the legal expectations are for records retention specific to your industry. For example, healthcare, legal, and financial institutions are highly regulated and must follow strict requirements on how long to store records. Research the rules specific to your industry as a first step before you dig in too deep. This will help you identify what records you need to retain and for how long.

Review Your Inventory
Now that you have a framework to follow, take stock of what records you currently have on hand. Identify which files are active, inactive, and ready for destruction. Regulatory requirements will help you categorize your files.

Research Options
Next, develop the method for organizing and retrieving your active and inactive files. You must decide between storing your files onsite or offsite; determine if you want web-based or physical retrieval; and develop a method to scan files for electronic record keeping. You must also determine what method of destruction you will use that will meet regulatory requirements, which often require proof of destruction. Determining what is most important to your business – quick retrieval, detailed organization, or physical access – will help you choose the right solution.
​

Implement a Solution
Now that you have identified the requirements, reviewed your inventory, and researched your options, it's time to choose and implement your solution. This can be a time-consuming process, but it doesn't have to be overwhelming. Turn to a records management expert such as R4 Services to learn how you can leave this task in the hands of experts so you can direct all of your focus on your business.
0 Comments

Data Breaches and Why They're Catastrophic for Small Businesses

10/14/2016

0 Comments

 
Picture
​Cybercriminals do not just focus on large organizations. In fact, 43% of cyber attacks target small business, and the estimated cost for a small business to recover from a data breach averages $36,000. In addition, 60% of small businesses go out of business only after six months after a data breach.  

Here is a look at some of the impacts a data breach can have on a small business.

Regulatory Fines & Legal Fees
When a business suffers a data breach, the regulatory organizations will perform an investigation. If a company is found to not have complied with the regulatory requirements, they will be required to pay extensive fees. Then there is the potential of legal fees should customers bring a lawsuit against the organization.

Recovery Cost
Depending on the type of breach a small business encounters, it may have to replace servers, POS equipment, or anti-virus software. Just the cost of one of these upgrades can impact a small business, but if you have to change multiple items, the cost can be impossible to manage. According to the 2016 Ponemon Cost of Data Breach Study, each lost or stolen record that has sensitive and confidential data costs the business owner $158.
​

Loss of Customer Trust
Then there's the cost that you can't assign a dollar value to – the loss of customer trust. A data breach to a small business can make it appear unsecured and unprofessional. This can make it easy for a customer to choose to take their business elsewhere.
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