The first question you'll ask yourself after disaster strikes your business: "now what?" The Federal Emergency Management Agency (FEMA) estimates that nearly 40% of businesses that go through major disasters never recover; only 29% are in operation after 2 years. Much like a fire or other emergency drill, it's important to start planning for the worst now so if it ever happens, you're prepared and know exactly what to do to get back on your feet. After all, it's better to be safe than sorry. But how exactly do you plan for the unplannable?

Information is the most crucial part of developing a disaster recovery plan. In order to properly execute the plan efficiently, everybody on the team should be on-board and in-the-know about what to do and how to properly carry out their roles. Additionally, block out some time to go through your company's documents in order to know what the essentials are to your business. As you look at each of your documents, ask yourself, "if this were thrown into a fireplace right this second, how negatively would it affect me?" If that answer is "I'd lose the business", then BACK IT UP! Digitize it via scanning services and keep it stored off-site. This way, in the event of a disaster, your documents will be safe in a warehouse and you'll be able to immediately access them over the web. Start getting into a routine of backing up important information as you create or receive it, in order to save time.

Evaluate your business' situation from an objective standpoint and identify where you might be susceptible to accidental, malicious and natural disasters. For example, if you're a bank, you have customers' and staff's most sensitive information stored -- identity theft may pose a larger threat to your institution comparatively than others, so securing them properly would be in your best interest. Evaluating where you're most vulnerable, documenting how various scenarios could play out and planning a response to those threats will help your business bounce back in no time.

The worst thing you can do is get caught off-guard with no plan in place. Taking some precautions and educating your team will help you avoid becoming part of the 40% that never recover. R4 Services is here to help you through every facet of document management. From disaster recovery services, to off-site storage and document shredding, we've got you covered. If you've been thinking about how to protect your bottom line, contact us to find out how we can help.

Is your company properly prepared should disaster occur? Securing your vital records during a disaster is crucial to any business. It’s imperative that your critical data is immediately accessible to restore operations and service as quickly as possible to your clients. Make sure your organization is prepared for a disaster with these 4 quick tips to develop a disaster recovery strategy:

Step 1: Get your team on board. Any task performed alone is difficult to do, and if you make it a team approach, you’ll be more effective in accomplishing a disaster recovery strategy. Have written strategies, designed by the entire team, regarding security concerns and testing methods. Also keep inventory of company equipment and all data, both print and digital.

Step 2: Ask the right questions. When developing your disaster recovery strategy, ask the right questions. What are the worst case scenarios? How can we prevent data loss? Can we easily access our data a web-based system if the data goes missing or is destroyed?

Step 3: Plan for the worst case scenario. If disaster hits and your important company information is lost or destroyed, how will you react? Have a plan in place to know exactly who to contact after your data is lost and what procedures you’ll need to follow to attain recovery.

Step 4: Avoid the worst case scenario. By storing your electronic files and active documents with R4 Services, your vital business information is safely secured and available should you need it. Avoid the headache of losing crucial data and outsource to a document management service before disaster hits.

Having a disaster recovery strategy in place can affect your bottom line and your overall results. Take the time now to develop a strategy and ensure you’re prepared for a disaster of any kind. In the event of an emergency, simply contact our emergency service 24/7/365 and we'll work with you to ensure you resume business as quickly as possible.

​

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.
​
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.