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Why You Need a Web-Based Document Management System

12/21/2017

Scanning and indexing your company's documents may sound like a hassle. But having the ability to manage your records online through a web-based document management system (DMS) is crucial to your efficiency and keeping up with the competition. R4 Services will handle the grunt work for you and help you take advantage of our current era of digitization. By storing your records offsite and managing them with our web-based software, we ensure that you'll stay organized without occupying physical space, you can have access to document retrieval from anywhere at any time and it's far more secure than your office file cabinets.

R4 Services utilizes a secure online platform called VCKweb, which allows you to:

Perform data entry at the box and file level.
Request/retrieve boxes or files.
Process items for destruction.
Process items for permanent withdrawal.
Check status of items in the R4 records center.
Force fields of entry

VCKweb is also easily accessible from a Macintosh, PC, or any other computer platform equipped with a web browser, making quick and efficient document retrieval, from anywhere in the world, super easy.

Cyber security is a major concern these days, which is why R4 Services makes the integrity of your file storage its number one priority. With our document management system, you control who can access what and at which times by pre-defining user permissions within the system. The optional enhanced security features include:

IP Address restrictions, meaning you decide which internet connections can access your files
Two-factor authentication
Optional SSL deployment, allowing for a more secure connection between you and the file server
VPN (Virtual Private Network)
Ability to sit in a “Screened Subnet”, or DMZ, separate from the server that hosts the VCK-SQL data for added protection and security.

With the saved space, increased efficiency and dependable security, there's no reason not to have an exceptional online document management system. If you're ready to take the plunge to get modernized, R4 Services is here to help you through every step of the process. Take a look at our services and how we'll help your company run more efficiently.

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R4 Services - An Overview of What We Offer

12/14/2017

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At R4 Services, we treat every single one of our clients as though they are family, making sure that they are taken care of and that all their needs have been met. We're dedicated to providing a variety of services to ensure that all aspects of your document management are covered. Here is an overview of all of our services and how you can use them.

Records Storage
We take extremely seriously that you trust us with your organization's active and sensitive information. This is why we are dedicated to storing and organizing your documents using state-of-the-art, secure storage software. Through this, we manage millions of boxed records with accuracy and efficiency, allowing you and your employees easy, remote access.

Destruction Services
We offer both onsite and offsite document destruction. No matter how often you need to destroy documents, according to your records retention schedule, we'll help you stay organized, efficient, confidential and compliant. Our facilities are equipped to destroy every type of document from paper and hard drives to x-rays, monitors and film.

Vault Services
Our advanced vault provides storage for your most sensitive materials in any media form -- books, paper, photography, film, hard drives, discs, you name it! We'll help you customize a rotation schedule for backing up all your records. This ensures that even if a disaster strikes, you'll be back up and running in no time.

Document Scanning & Imaging
We'll scan and digitize all of your paper documents to help you go paperless. There are many benefits to doing this including: secure, efficient and immediate access of your organization's business documents and remote access via your desktop and web browser. You can also create custom searches and viewing options. Notes, reminders and flags may also be added to documents and saved before printing.

Indexing
Our indexing system ensures that your records stay organized. We do this on 3 different levels: the box level, the file level and the detailed file level. We can box and organize your records at your facility or our own in order to save you time and hassle.

Disaster Recovery
If disaster strikes and the worst does happen, naturally or otherwise, your records are stored offsite and electronically. Just contact our emergency line (open 24/7/365) and we'll make sure your business gets back up and running as quickly as possible.

Web Access
R4 uses a software called VCKWeb, a secure digital document management system that allows you to access your records from anywhere in the world via web browser. You can handle every aspect of your document management remotely by logging in and using this innovative software.

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Protecting Your Documents Via Document Management

12/5/2017

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Much of your company's efficiency depends on the security and organization of your documents. That's why R4 Services takes care of every facet of document management to ensure your their integrity. We use Visual Corporate Keeper to organize and secure your data, keeping in mind cyber security concerns, natural disaster and offsite accessibility.

Offsite protection
Using a maximum security web browser, you can retrieve your documents using any computer with an internet connection. Plus, at your discretion, you can set up extra security measures like IP Blocking, which only allows access to your data from within your company. This ensures that you and your staff can access all the documents you need while on-the-go, and sleep easy knowing that it's digitally protected offsite.

Protected from natural disaster
Since your documents aren't being stored in your office or offices, you can rest easy knowing that your most sensitive information is being protected from disaster, whether man-made or natural. This ensures that, in the case of disaster, your records and information will be readily accessible to restore operations as quickly as possible to your clients.

VCKweb features
Our user portal enables clients to be confident data is protected from unauthorized access.

Enhanced security features include:

Domain and IP-based security, limiting access to VCKweb to a specified IP address or domain.
Optional two-factor authentication requiring two sets of sequential logins.
Optional SSL deployment to create a secure connection between the client and host server, providing an extra independent layer of security.
Utilization of a VPN (Virtual Private Network) to allow software access only to clients within the VPN. The application can also be accessible within the off-site record center’s Intranet – completely eliminating exposure to the Internet.
Ability to sit in a “Screened Subnet”, or DMZ, separate from the server that hosts the VCK-SQL data for added protection and security.

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Solutions for ALL Businesses

Why You Need a Web-Based Document Management System

R4 Services - An Overview of What We Offer

Protecting Your Documents Via Document Management

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