COVID-19 Update From R4 Services

3/17/2020

At this time, our facilities in Chicago remain operational. We are doing everything we can to ensure the safety and security of our staff without impacting our customers, which includes following all CDC recommendations for cleaning and sterilization.

We understand that many offices may be closed or working with reduced staff. If you have any changes that impact the pickup or return of documents or you would like to receive documents via Scan on Demand we would be happy to process for you.

Please reach out to our service center with updates or inquiries regarding pricing.

You can contact us here:
orders@R4services.com
773-843-3900

Thank you for your trust in R4 Services. Please stay safe and healthy.

The Dos and Don'ts of Destroying a Hard Drive Properly

3/9/2020

The Dos and Don'ts of Destroying a Hard Drive Properly

In today's digitized world, the vast majority of data is stored on hard drives (HDDs) and servers, otherwise known as the cloud. Some estimates conclude that 2.5 zettabytes of data exist in the world today. That may not sound like much, but 1 zettabyte is the equivalent of over 1 billion terabytes (TB); and today's higher end laptops that tout high storage capacity usually come with 1TB.

With so much digital data flowing around us at all times, it's important to make sure that yours is secure. As technology develops, so too do ways to exploit it. After all, if someone wants your SSN, banking info or other personal data, they aren't breaking into your file cabinets or safe in the dead of night to get it. No, they'd much prefer hacking that info remotely. This is why it's so important to know how to destroy a hard drive properly.

How Common Are Data Breaches?

You may be thinking to yourself, "data breaches only happen to big corporations. I'm a small business, I'm not at risk". But you'd be wrong. In fact, most cyber criminals decide to target small business because of their lacking cybersecurity infrastructure. We only hear about the Yahoo!s and the Targets in the news because of their large scale, but most criminals are lazy and small businesses are low-hanging fruit.

Forbes reported last year that more than 4.1 billion records were exposed in just the first 6 months of 2019. For comparison, around 5 billion records were exposed in all of 2018. Businesses accounted for 84.6% of those exposed records, with the average breach costing a business $3.92 million including potential fines after failure to report the breach and other legal expenses.

How NOT to Destroy a Hard Drive

Clearly, data security is rapidly becoming a serious issue for businesses, governments and individuals alike. One of the best ways you can protect yourself, your business, employees and customers is by having a rigid data retention policy and properly disposing of old hard drives. However, as with any new phenomenon, there are some myths surrounding the topic. Here are some commonly held methods of destruction that don't actually work.

Reformatting. Reformatting your hard drive, in a nutshell, is preparing a drive for everyday use. The process erases all local files and restores your drive to a "blank slate" so to speak. However, because of the way (re)formatting works, the "erased" data is still recoverable on a hard drive after the fact. All that's needed is the right software and some free time.
Magnets. How do they work? Well, they don't. Not to fully destroy hard drive data, at least. You've probably heard the advice before: keep magnets away from hard drives because they can erase data. This advice may have been true in theory, but it never pertained to household magnets. The theory is that the magnetic spinning disk, called a platter, of a HDD is disrupted and therefore unable to write and record data. However, the strength it would take to erase a HDD is simply not found in run-of-the-mill fridge magnets -- it would take MRI levels of magnet strength. There has been some anecdotal evidence of people using neodymium magnets to these ends, but they merely render the HDD unusable and do NOT destroy data, meaning it could still be recoverable by somebody who knows what they're doing. Plus, SSDs (solid state drives) are on the rise to replace HDDs and they don't even have moving parts to disrupt.
Microwave. DO NOT DO THIS! Microwaving a HDD is one of the most ineffective ways to destroy data, but it WILL be effective in starting a house fire. It will also cause irreparable harm...to the microwave oven. And sure, it may render the HDD unusable, but so long as the platter is intact (which a microwave will probably not affect), data can still be recovered from it.
Water. Dunking a HDD under water is, again, a great way to render it unusable. But generally speaking, hard drives are well sealed and prevent water from getting into the main components. Even if water DOES get in, it will not affect the magnetically stored data on the platter and can eventually be recovered.

How to Destroy a Hard Drive Properly

One of the only truefire ways to destroy a hard drive and all the data contained on it is to have it shredded by professionals. Since a hard drive (read: hard disk drive, NOT SSD) functions via the platter, a spinning magnetic disk, the most important part of decommissioning it is to destroy that platter and ensure the data on it is unrecoverable. As we pointed out above, there are quite a few rumors floating around the internet on how to destroy hard drives -- from muriatic acid to microwaves and more. But you shouldn't have to expose yourself to harmful chemicals; and do you really want to undertake a process that requires safety goggles?

If you want to have peace of mind knowing your data is fully wiped and scrubbed permanently from the face of the earth, then call in professionals like R4 Services. We are discreet, secure and professional. We'll either come to you to collect and transport the materials or you can stop by our facility. We confidentially shred all hard drives under the supervision of insured employees and issue a certificate of destruction upon completion. Our brand-new, state-of-the-art hard drive shredder can handle any number of drives you throw at it and will instantly reduce any drive to unrecognizable, metal bits. We're able to work with you in order to assist your organization in its compliance requirements.

For discreet and proper hard drive destruction, get in touch today.

Out With the Old, In With the New: Keys to Having a Document Retention Schedule

12/20/2019

Why You Need a Records Retention Policy

Document Retention Schedule

A major part of good record keeping is creating a functional records retention policy. With the amount of data companies collect these days, it’s not financially feasible to keep every bit of information indefinitely. A data retention schedule will help your company decide how long sensitive documents need to be kept and when they can eventually be destroyed. It consistently purges unnecessary data to make room for incoming information -- or to simplify, out with the old, in with the new. This will protect you from potential legal issues and unnecessary storage costs.

Since different types of documents need to be kept for different amounts of time, (see our previous blog post about what can stay and what can go) it’s important to consult with your legal team to figure out when document destruction can be green lit. For example, the medical community needs to abide by HIPAA laws when it comes to patient records, but not for their tax documents.

If You Lack A Records Retention Policy...

Lack of a retention schedule opens you up to all kinds of issues:

Efficiency plummets because it will take longer to sift through old data to find what you need.
Your office space can be better put to use. Do you want to use the office down the hall for storage space or another team member that can help you grow?
Storage is costly. Do you really need to have mountains of 20 year old paperwork lying around? (Assuming you don’t legally need them.)
Speaking of legal, old documents can be used against you in legal disputes. If you’re able to destroy them in compliance with the law, you should.

Your company’s data retention schedule will vary by industry and local laws, so consult your legal team.

R4 Services is able to store your documents for you, indexing them properly to save you time and money. And when the time finally comes for your documents to be destroyed, we ensure secure and proper destruction of any type of media -- from paper, to film, to x-rays. Contact us today to find out how we can save you time, money and space.

Documents You Should Shred But Probably Aren't

11/19/2019

Personal Document Shredding: What Needs to Be Shredded & When

Developing a document retention schedule is crucial to staying compliant with security best-practices and laws and regulations. By using a professional document shredding service such as R4 Services, you can rest assured knowing that state-of-the-art machinery will destroy every bit of information, converting mountains of paperwork into tiny bits of paper, while keeping you safe from liabilities. By thoroughly shredding outdated documents containing financial information, personal info (such as your SSN), any sort of account info, etc. you're protecting yourself and your business from identity theft, legal liabilities and other avoidable headaches. Even some documents, that you don't think should be shredded, should be! This includes junk mail and receipts.

There are many types of documents that all have extremely sensitive information on them that need to be periodically destroyed. But on the other hand, there are some documents that you should keep forever for legal reasons. This all sounds fine and dandy, but when you get right down to it, how do you know: should it stay or should it go?

What Needs to be Shredded

There are some documents that solely exist to provide personal info, but they can be disposed of after a certain length of time. These documents include:

Boarding passes (immediately)
Resumes/hiring documents (if no longer needed)
Shipping labels (immediately)
Bank statements (after 1 year)
Pay stubs (after 1 year)
Bills (after 1 year)
Undisputed, paid medical bills (after 1 year)
Sales receipts (immediately)
Paid utility bills and credit statements (immediately)
Expired warranties (immediately)
Tax receipts (after 7 years)
W-2s (after 7 years)

Documents to Keep

On the other hand, some documents, both personal and business, should be kept forever. Lock them up in a safe place so you can refer to them if you ever need to. These are documents with a lot of personal identity info that will stay relevant as long as you live.

Tax documents
Birth and death certificates
Pension plans
Business licenses
Property deeds (as long as you own it)
Mortgage documents
Social security cards/info
Vehicle titles (as long as you own it)
Loan documents
Insurance policies
IDs and passports
Wills, living wills, power of attorney documents
Marriage and divorce paperwork

Whether your business needs documents stored or shredded, R4 Services will provide you with unparalleled, discreet and confidential services for all of your document needs. Our state-of-the-art document and hard drive shredders allow us to destroy a wide variety of data mediums and our 24-hour secure vault services will keep your most sensitive information in-tact and available the next time you need it.

R4 Services Green Initiative 2019

10/30/2019

2019 Green Initiative Year-to-Date Totals

The numbers are in! Thank you for supporting the R4 Services Green Initiative. By securely destroying your documents with R4 Services, you have the peace of mind that we recycle your material in order to help save our environment. Together, we can and have made a difference. So far this year, you have helped us recycle 1,067.63 TONS. That's 2,135,260 pounds! Additionally, you have helped save:

18,150 trees
7,473,428 gallons of water
197,512 gallons of gas
64,058 pounds of air pollution
3,523 cubic yards of landfill space
4,377,293 kilowatt hours of energy

These numbers are based off of information gathered from the US Environmental Protection Agency.

Thank you from the bottom of our hearts for your continued business and support.

Sincerely,
The R4 Team

5 Reasons to Store Your Business Records Offsite

10/15/2019

5 Reasons Your Business Should Use Offsite Records Storage

Just because company records and documents may not be top of mind doesn't mean they are unimportant assets to your business. Like all valuable assets, they need to be properly protected. In terms of day-to-day operations, crucial documents like tax records, business licenses, banking info and employee paperwork do practically nothing; but a data breach of them could cost everything. Keeping your records offsite can be a great benefit to your business. Here are a few reasons why.

Security: Offsite, But Online

Around 60% of small businesses go out of business within 6 months of a data breach. In 2018 alone, more than 15 billion identity records were compromised; a 420% increase from the previous year. Identity records include personal, valuable data including things like social security numbers, banking info, names and email addresses, etc. This is the type of info that identity thieves and cyber criminals are after.

It's also a common misconception that cyber criminals are after the Targets, Yahoos, and Googles. These are more "white whale" scenarios, if anything. Instead, small businesses tend to be in the crosshairs because generally speaking, their cybersecurity infrastructure is elementary, outdated or altogether nonexistent due to the, I'm-too-small-time-for-hackers-to-target mentality. While this was true at one time, technology has advanced and therefore so have the hacker's tools. The low effort and time it takes to breach a low-level security system is worth the risk and reward to them. Sure, hackers do target large corporations, but that brings attention and press. For an everyday criminal, the risk is not worth the reward, especially when they can just hack the store down the street and never see a headline about it in the papers.

When documents are stored offsite and monitored by 24/7 security, you have eliminated the risk of theft, and can provide your customers with confidence that their information is safe and sound. They can also remote access their files whenever they need to, via a secure internet browser that has customizable security settings, including accessibility via IP Address restrictions and even time of day or day of the week.

Hand holding credit card while browsing ecommerce site on laptop

Time = Money and You'll Save Both

When your documents are stored offsite, they are also categorically indexed and organized for quick, easy retrieval at any time that you deem necessary. Instead of enduring the monotony of rummaging through file cabinets, file folders and dusty boxes, you and your employees are able to access records with a simple web request from a secure network that is set up based on your parameters. This stark increase in efficiency will allow your staff to streamline everyday tasks, resulting in heightened productivity and cost reductions.

Organization: Should it Stay or Should it Go?

Due to industry regulations, HIPAA for example, many businesses must store records for years, even if they are no longer actively used. But how do you organize all of that information, for both active and archived records? Leave that challenge up to the documentation management experts who can store and organize your records for you, yet still provide you with quick access for retrieval when needed.

Office Aesthetics: Creating A Happy Work Environment

When a new or potential client walks into your office, that first impression matters. When they see an office full of cluttered desks, towers of boxes, or rows of clunky file cabinets, that first impression may not be positive. A clean, clear, organized office presents a professional appearance that will gain respect.

Office space is expensive, and every square foot matters. If you can unload years worth of records into an offsite storage facility, you will free up valuable real estate that you can use for other needs.

R4 Services will work with you to create a secure document storage strategy that's right for your business. Browse our many document options or give us a call today to get started!

Phillip Rooney Designated Grand Marshal of 25th Annual Rotary Run Charity Classic

9/10/2019

Phillip Rooney. ILLUSTRATION BY ROBERT RISKO

Congratulations to our very own Phillip Rooney, who has been designated as the Grand Marshal of the 25th Annual Rotary Run Charity Classic!

Read the original article in Hinsdale Living by Sherry Thomas or check out some highlights below:

Phillip Rooney of Hinsdale has every reason to be excited about his designation as Grand Marshal of the 25th Annual Rotary Run Charity Classic (rotaryruncharityclassic.org). The October 6 event builds on 60 years of service and celebration of the more than $2 million that Rotary efforts have provided to worthy charities locally and around the world. He and his family—which includes wife Suzanne, their four children, and 13 grandchildren—are founders of the Rooney Heart Institute at Hinsdale Hospital. Rooney is also a Life Trustee of The Community House, past Chairman of The Economic Club of Chicago, and a Board of Trustee at the University of Notre Dame.

“Our family supports the Rotary Run Classic because it has provided millions of dollars in funding to such local organizations as The Community House, District 181 Foundation, Hinsdale Hospital Foundation, Ray Graham Association Hanson Center, and the Rotary Club of Hinsdale Foundation. These things make our community stronger.”

A Captain in the U.S. Marine Corps, Rooney’s life has been devoted to service, whether it be serving in the Vietnam War (earning both the Bronze Star and the Navy Commendation Medal) or the work he does here in the Hinsdale community he has called home for 36 years. By day, Rooney has been President of Waste Management for 28 years, Vice Chairman of ServiceMaster for six years, and Chairman of Claddagh LCC and several private equity companies for 16 years.

Read more here to see some of this proud veteran, philanthropist, and avid runner’s favorite lasts.

R4 Services Becomes AAA Certified By National Association for Information Destruction

8/27/2019

FOR IMMEDIATE RELEASE

Media Contact: Karen Rugai Moran
krugai@r4services.com
773-843-3900

R4 Services Becomes AAA Certified By National Association for Information Destruction

Chicago, IL -- On August 20th, the National Association for Information Destruction (NAID) officially welcomed R4 Services into their AAA Certification Program. NAID sets the industry standards for companies in the information destruction sector to ensure that businesses meet the various laws and regulations that require confidential consumer information protection.

Through rigorous scheduled and unannounced audits, NAID's AAA Certification Program was developed by security experts and is widely recognized around the world as the authority on safely handling confidential consumer information. R4 Services is grateful for their official recognition, which verifies the integrity of their document and hard drive destruction process.

“The goal at R4 today is the same as the first day I met Trish (Rooney, R4 Owner) over 26 years ago," says Karen Rugai Moran, an R4 employee, "'Service the customer in the best way possible; always learn from our customers and industry leaders to be the best destruction and information management company’. Our recent NAID certification is a valuable addition in R4’s toolbox as the speed of business and compliance changes. We are proud of our NAID certification as it makes R4 a better partner for our valuable clients now and in the future."

For more information on NAID AAA Certification and how it works, visit their website.

Background Costs of DIY Paper Shredding

8/20/2019

DIY Paper Shredding Cost: Worth it?

Every office has some sort of paper shredder in order to thoroughly destroy old documents that contain sensitive/personal information. But did you know that utilizing a professional document destruction and paper shredding service can actually be more cost-effective for your business and save time and money? When you factor in the benefits of using professional paper shredding, either onsite or off, DIY paper shredding suddenly doesn't seem so appealing.

Save Time & Money with Professional Paper Shredding

How often do you shred your old documents? Between licenses, permits, financial information, insurance documents, staff info, and probably much more, there's a good chance that somewhere in your office or on some old hard drives, there's a treasure trove of outdated, sensitive information sitting around. This not only poses security risks, but can interrupt office productivity whenever document retrieval is necessary or if old files cause clutter in your work environment.

Many companies take paper shredding upon themselves by dedicating one or two (often interns or entry-level employees) to shredding outdated documents periodically. But this not only a potential security breach, it's time consuming -- no matter who in the office takes on the task. They have to take out paper clips/staples and slowly, manually feed a few sheets at a time into a slow-working shredder, presumably from an office supply store that will break down every so often. Between pulling that employee away from their normal duties, the cost of their labor/shredders, as well as the propensity for errors, and you've got a lot of wasted time on your hands.

You'd be better off ordering a mobile shred truck to come to your office for occasional one-time document purges or secure shred bins for more frequent pickups. R4 Services' professional paper shredders are secure, discreet and can free up your staff's time while mitigating the headaches and costs that come with maintaining office shredders.

Keep Your Information Secure: Hard Drive & Paper Shredding

ever before has privacy been such a large-scale issue. With the advent of the internet, new technologies have been rapidly developing -- and so too have the abilities of hackers and thieves. These days it seems like data breaches are constantly in the news, and those are only the widely publicized ones. Millions and millions of records are compromised each year, the vast majority of them without any type of file encryption. All it takes is one ignorant employee to click on the wrong link from the wrong spam email, and suddenly your business adds to the statistics. More and more data breaches happen each year, so taking every precaution to ensure your files are secure is crucial. An estimated 60% of small businesses go out of business within 6 months of a security breach. The last thing you need is to become compromised because Timmy the intern didn't properly shred your banking info or fully destroy an old hard drive.

Our industrial hard drive and paper shredding equipment can handle any amount of data you can throw at it. R4 Services knows how sensitive your information is, which is why we:

Collect material to be shredded and securely transport it for disposal. A receipt of items received will be issued at the time of collection.
Confidentially shred the material under the supervision of insured employees.
Issue a Certificate of Destruction upon completion of the destruction process.
Work with you to assist in your compliance requirements.

For more information, or to request a shred truck/shred bin, get in touch today!

Integrating Records Management with Technology, and How Your Organization Can Benefit From It

8/15/2019

stack of thick binders filled with paper

Why is Records Management Important in the Workplace?

Today’s technology gives us access to content, documents, photos, videos and work files like never before. We’re able to access information at the push of a button and in the palm of our hands. So how can we better utilize technology and integrate our records management from it? Why is records management so important in the workplace? Here’s how your company or organization can benefit from today’s technology:

First, it’s important to note that an effective document management system is not a guaranteed success with the implementation of modern technology. You must work for it. That means researching today’s cutting edge technology, understanding your own business needs, and finding the perfect match. Do you need web-based software? How about scanning capabilities to easily search for your documents?
The right technology can help improve your bottom line. There are two key factors that make up a successful records management system: proper training and time. When you get both of these right, your bottom line with improve, resulting in the overall success of your organization. When implementing new technology into your records managements system, it’s important to give your employees the proper training and be patient with the new process. Allow time for each step of the new system to work itself out naturally.

While technology can be complex, it’s most effective when it makes our lives easier and allows us to do our jobs with better results. When you select a records management provider, it’s important to ensure you will be receiving the most modern, cutting-edge and efficient technology. Every company is unique and your technology and records management needs will be different than other organizations. But finding the right document management solution for your company will put your priorities, objectives, efficiencies and results at the forefront of today’s technology.