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

Document Management for Small Businesses

11/24/2017

0 Comments

 
Why Small Businesses Need Document Management
People often think that an efficient document management system (DMS) only has perks for big name corporations with hundreds of employees, but this isn’t the case. Sure, big businesses produce and collect a ton of data all the time, but a great DMS benefits any business of any size. In fact, it is just as important for smaller businesses trying to stay organized and productive to get their feet off the ground. They can’t afford to make mistakes, so they have greater risk of failure due to disorganization and mismanagement. This begs the question: how can a DMS help your small business increase efficiency and protect you from common pitfalls?

Free Your Space With Digitization
Organization is key for small businesses, especially when first starting out. It’s easier to stay organized from the beginning than to try to hastily implement new policy after everything is in disarray.

Your time is expensive, so don’t waste it needlessly. When R4 manages your documents, we scan and index everything so your documents are digitized and remotely accessible 24/7. Keeping digital off-site records is a massive advantage over storing physical records around the office. It protects your most sensitive and crucial information in case of natural disaster, it frees up your physical office space for new hires or other necessary equipment, and allows for instant access to your documents from anywhere in the world. Small business owners wear many different hats and are often on-the-go, so remote access to any document you need is a must-have.

Secure Your Future Success
Data security is a major concern these days. Small businesses can’t afford lawsuits over security breaches like big corporations or tech companies. Millions of dollars in lawsuits or fines are a drop in the bucket for some places, but could mean the end of a small business. Along the same lines, a good DMS will ensure that you’re protected from legal liabilities by ensuring compliance and forming an appropriate retention schedule.

Efficient record management is a necessary ingredient for any small business’ success. It won’t break the bank, it increases security, allows for remote access and increases your company’s efficiency so you can focus on the most important tasks. Give R4 Services a call or browse our services to see how we can maximize your success.
0 Comments

How Often Should You Destroy Your Documents?

11/21/2017

0 Comments

 
Document Destruction in Chicago
Document destruction is crucial to the efficiency and organization of your company. But not knowing when to toss out records leads to unnecessary hoarding and ultimately leads to disorganization. You don’t want to throw away something you could need in the near future, but do you really need those boxes of 10 year old pay stubs? Creating and maintaining a retention schedule will fix a lot of problems -- so how often should you destroy documents?

Well, the answer is: there’s not just one answer. It’s dependent on your industry, the type of document and its sensitivity. It’s crucial to consult your legal department as well as document destruction professionals like R4 Services in order to plan out an effective retention schedule. However, here we’ll go over some common document types and how long you should wait before disposing of them.

Documents that aren’t frequently renewed or that have to do with your business’ integrity are important to keep.
  • Pension Plans
  • Board Minutes
  • Permits
  • Shareholder agreements
  • Social security cards
  • Birth certificates
  • Death certificates
  • Business license
  • Property records
  • Passports

Throw out frequently renewed documentation. Note that it’s important to keep updated versions of the following.
  • Insurance policies
  • Retirement plan documents
  • Social security statements
  • Tax documents (about 7 years old)
  • Credit card receipts/statements

Keeping documents too long or disposing of them too quickly can potentially both land you in legal hot water. It’s a bit of a balancing act and the key is to find the sweet spot right in the middle. R4 Services’ records experts will help your company develop a retention schedule that works best for you. Find out more about our services.
0 Comments

Construction Industry: Why You Need Document Management

11/10/2017

0 Comments

 
Construction Industry and Document Management
“Document management systems (DMS) are for accountants, lawyers, and medical professionals -- why would I need need a DMS for my construction business?” you may ask yourself. You may be surprised to know that MOST industries benefit from a good DMS, including the construction industry. Your company could be running much more efficiently than it is -- here’s how.

Organize and Digitize
Your business definitely has mountains of paperwork and documents that need safekeeping -- whether it’s contracts, proposals, loan documents, floor plans, blueprints, or employee information. It all has to go somewhere and most of it is sensitive. R4 Services will help you get organized by digitizing, scanning and indexing all of your documents. Not only does this save space in your office, it allows for secure document retrieval whenever you want, so no more rummaging through file cabinets and boxes. You can even implement as many or as few security measures as you need, such as restricting document access to certain people or at times of day. Additionally, digitizing your documents will reduce costs on ink and paper and help your company go green!

Remote Access
With your newly digitized and centralized document library, you’ll find that your team is able to access the files they need quickly and effectively at any time of day. Because everything is digital, you won’t need to worry about clerical misfilings or misplacements of important information. A centralized, digitized system also ensures that you’ll have remote access capabilities. Pulling and viewing contracts or updated plans while on the construction site will help your company meet deadlines quicker and more easily.

Whether a project lasts a few weeks or a few years, R4 will help you organize and store your records. When it comes to anything document-related, R4 Services is dedicated to helping your company increase efficiency and secure your sensitive information. Browse our services to find out how we can help you build a better company.
0 Comments

On-Site vs. Off-Site Document Shredding: Which is Right For You?

11/3/2017

0 Comments

 
Picture
Purging documents that have aged past their retention dates is one of the smartest organizational moves you can make. It saves space and keeps you efficient and organized. Your instinct may be to hoard documents just in case, but it isn’t necessary and can even leave you open to legal issues. Once you’ve finally reconciled with yourself that you DON’T need that pile of 15 year old receipts, it’s time decide which is right for you -- on-site or off-site document destruction. They each have their benefits, which we’ll go over right here, it’s just a matter of practicality and your business’ needs.

“Take ‘em away, boys!”
Off-site document destruction is an easy, secure and low-effort way to regularly purge your sensitive and outdated documents. It’s perfect if you don’t have the space or time to have a large shredding truck parked outside your business, or if you have a steady but low-volume stream of paperwork that gets regularly disposed of. We actually offer a few off-site options:

  • Leave-Behind Destruction Bins: We’ll bring secure bins that will stay in your office, like an extra trash can. Simply toss the documents you wish to destroy into it and we’ll collect it periodically, transporting it to our secure disposal facilities. It allows for continuous service without you even having to pay attention. Out of sight, out of mind as they say.

  • Wheeled Destruction Bins: If you need a low-volume, one-time purge of documents, we’ll bring secured, wheeled bins to your business. Just throw in what you don’t need and we’ll take it away to our warehouse where it will be securely destroyed.

Coming to You
On-site document destruction has many advantages, the main one being convenience. It’s great for one-time large purges of documents. If you have extra-sensitive material that you want to be SURE is destroyed, this is a great option. You’ll see it happen right in your parking lot -- it’s fast, immediate, and you’ll witness it firsthand. It eliminates the need to transport materials to a shredding facility and we’ll dispose of the destroyed material properly.

R4 Services is equipped to deal with either on-site or off-site document destruction services. We’re also prepared to destroy any type of media -- be it paper, hard drives, or even x-rays. To discuss your options and find out what’s right for you, get in touch today!
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