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Solutions for ALL Businesses

Retrieving Files: How Quick Access and Retrieval of Your Records Can Save You Time and Money

12/29/2016

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Having a streamlined process for retrieval of your records will not only save you time and money, but will also improve your organization’s efficiency. Here’s what you’ll get when you invest in efficient records management:

User-friendly online client software
With a web browser and VCKWeb, our powerful online client-driven software, you can access your R4 Services account information from anywhere in the world. We will deliver the items you need directly to your office at your convenience or we can fax or scan the document and e-mail it to you. We provide private viewing rooms where you can view materials at our facility.

Superior customer service
Quickly accessing and retrieving your records is not the only benefit of outsourcing your records management. World class customer service gives you fast and efficient record retrieval when you need it most. Our dedicated team gives you the peace of mind that you can quickly access and retrieve your records so that you can get your job done in an efficient manner.
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Web-based software
R4's web-based software, VCKWeb, provides complete records management quickly and efficiently via the web. With a web browser, you can complete key functions online from anywhere in the world, perform your own data entry, both at the box and file level, request/retrieve boxes and files, and request pickups and returns.

Records indexing for quick access and retrieval
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.

Managing your organization’s documents can be a challenge if it doesn’t have a proper strategy. Accessing your files and boxes should be easy, saving you time and money. By investing in a records management provider that offers the services mentioned above, you can position your organization to be as efficient as possible and quickly access and retrieve your records when you need them most.
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​Insource or Outsource? 3 Ways Outsourcing Your Next Document Imaging Project Could be Cost Effective

12/19/2016

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Developing efficient document scanning and imaging procedures at your company is a project that takes time, focus and energy, and could become a costly project. To keep pace with today’s competition, being organized with your documents is a crucial first step. Document imaging is a great way to get organized and have easy access to your data, but the question is whether or not to outsource to professionals. Here are a few advantages to outsourcing your document imaging:

Costs
It’s important to carefully weigh your options and to consider whether outsourcing is more cost-effective. Keep in mind that you may not have the software, the expertise about the infrastructure, and setup tools to implement an efficient document imaging procedure. A vendor will likely have a solid and streamlined process and can get your image scanning started right away.

Easy access
When you partner with a provider like R4 Services, you will have easy access to all of your data anytime, anywhere. Our document scanning and imaging services improve workflow benefit, frequent document access, and access from multiple locations, such as your desktop and web browser.

You get a trusted professional.
Outsourcing to a vendor means you will work with someone that has a solid understanding of the technology, expertise and knowledge when you need it most, and decision-making abilities when it comes to infrastructure.

As you get ready for the new year, consider outsourcing your document scanning and imaging services to a trusted provider like R4 Services. You’ll receive secure, efficient and immediate access to your organization’s business documents. Upfront costs to outsource these services may seem costly at first, but in the long run, it could be an efficient long-term investment.
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3 Reasons to Include Document Management Services in Your Yearly Budget

12/12/2016

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It’s the end of the year and it’s time to start thinking about your annual budget for 2017. Does your organization have a document management system in place? If not, 2017 may be the year you take control of your records management, establish an organized process to file your important information and invest in services that will free up your time (and your office space) so that you can focus on your business. Here are four reasons to include document management services in your yearly budget for 2017:

1. Accessing your files is a challenge.
When you invest in document management services, your records will be filed and labeled in boxes and easily accessible. Service requests can be made by simply calling, faxing, emailing or accessing account information via the web. We will deliver the items you need directly to your office at your convenience or we can fax or scan the document and email it to you. We also provide private viewing rooms where you can view materials at our facility.

2. It’s a challenge finding someone you can trust.
At R4 Services, we take seriously the fact that you have entrusted your organization's active and archival information to our care. We have invested in superior records storage software from ASI to manage millions of boxed records and active files for our clients with fastidious accuracy and efficiency. Unique bar code labels and the latest in scanning technology ensure your records are accounted for at each point of movement.

3. You’re looking for the customer service that you deserve.
You gain plenty of benefits when selecting a document management provider like R4 Services, but perhaps the most beneficial of them all is superior customer service. When selecting a document management provider, look for a team of professionals that is committed to delivering exceptional customer service and support, and a team that will handle your most important company information with security and confidentiality in mind.

As you plan your 2017 budget, you have plenty of items to include: salaries, benefits, rent, marketing, equipment, materials, insurance, fees, etc. But take some time to consider how your valuable and confidential company information is handled. Is it receiving the proper security and accessibility that it deserves? If not, consider including document management services in your budget and your investment will be considered well worth it in the end.
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Should You Partner with a Professional Document Storage Provider?

12/5/2016

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Whether you’re a large corporation or small business, you likely have documents throughout your office that may or may not be organized and properly stored. Are your current document storage practices cost effective? Is it time to partner with a professional to ensure the highest quality document storage that your company needs? Here’s why you should consider outsourcing your document storage to a professional provider:

1. You can focus on what you do best.
Every employee has their own set of skills, expertise and knowledge. It’s an important business decision to make sure all of your employees are spending their time, energy and focus on the areas of their expertise, and not worrying about document storage or organizing files.

2. You’ll get a high level of security for your most important information.
Your company records are confidential and valuable to your business operations. Why risk the integrity of your company information? Your customers and employees count on you to keep sensitive, confidential information safe and secure.

3. Disaster recovery plan
In the unfortunate event of a fire, flood, tornado or other natural disaster, do you have a backup plan for your documents? When you have your records stored off-site, you can have peace of mind knowing that your sensitive documents are out of harm’s way.

4. Accessible indexing
There’s nothing more frustrating and time-consuming than looking for a specific document and not finding it. When you partner with a document storage provider, your files will be packed in secure boxes, labeled and stored for accurate inventory. You can find any document you need at any time.

As the new year approaches, it’s a useful time to reflect on your document storage practices and consider how they can be improved. Are you struggling to find an effective solution? Ask yourself the important questions covered in this post, and consider partnering with a professional document storage provider.
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