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.

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.

Document Management for Realtors

8/20/2018

If it's your job to find people their dream home, then there's no doubt that you go through mountains of paperwork every day. Storing files such as home contracts, legal forms, property deeds, purchase offers, repair agreements, agency relationship disclosures -- and that's barely even the tip of the iceberg. To top it all off, in order to stay compliant with various tax and other record keeping laws, realtors and real estate agents must keep copies of most documents for at least 5 years or even 10 years for some documents. Once you start to sell even a few homes, that proverbial iceberg really starts to manifest and it can sometimes feel like you're drowning in paperwork. But we won't let that iceberg sink your ship! It's crucial for realtors to have a reliable document management system by their side in order to make records storage easy, keep their records accessible and make it a breeze to stay compliant with all the rules and regulations that come with the territory.

Storing Your Real Estate Records

Selling homes isn't a walk in the park. Each property comes with its own mountain of paperwork to sift through, organize, update, sign and eventually store. This can take up a lot of...real estate in an office and most realtors don't have that kind of space. Rifling through cabinets full of papers and finding the right one(s) for the task at hand takes loads of time and hinders a realtor's ability to perform their job quickly and efficiently.

By scanning, imaging and indexing them and taking advantage of R4 Services' vault storage options, realtors' jobs just got a whole lot easier. We can store any type of physical document in our storage facility that is monitored 24 hours a day, 365 days a year. Our scanning, imaging and indexing services will help you to digitize your important materials so you can securely access them online. Our web service allows you to quickly search, pull, edit and directly email/fax any document so you're not wasting precious time on bookkeeping. As an added bonus, it will declutter some your office -- a clear space for a clear mind.

Online Access to Your Realtor Documents

Once you scan your crucial documents into our web system, you'll have enhanced security and 24-hour access to any of your documents. Here are just a few perks of our online system:

Access your files remotely from any web browser.
Implement security features for all of your files including:
- Two-factor authentication
- Domain- and IP Address-based limitations
- SSL connection
- Optional VPN (Virtual Private Network) services
Perform your own data entry, both at the box and file level.
Request/retrieve boxes and files.
Request pickups and returns.
Create custom searches and queries using the integrated query builder (Boolean logic) and export results in seven different file formats for use at your own PC.
Process items for destruction.
Process items for permanent withdrawal.

Realtor Document Retention Schedule: Stay Compliant

After your office space is cleared out, you've got all your necessary files stored externally and you can access your documents from anywhere while on-the-go, you can finally forget about those mountains of paperwork, right? Right?! Sorry, wrong. While you may need to keep most documents in your possession for 5-10 years, that doesn't mean you need to keep them forever. In fact, keeping documents past their retention date can open you up to legal liabilities.
That's why we will work with your company to develop a fully comprehensive and compliant document retention schedule; and when it's time to finally purge those old docs, we've got you covered. Our document shredding services and state-of-the-art hard drive destruction services will let you confidentially dispose of virtually any type of document. We can destroy:

Hard Drives
Paper
X-Rays
Film
Monitors
Tapes
Disks of all sizes

All of these and more will be discreetly destroyed either at our facilities or yours -- whichever is more convenient for you.
So when it comes to your real estate business, stop settling for less. Let us take over the dirty work of storing and organizing your files so you can do what matters most: making people happy by finding their home. If you have any questions about any of our services, get in touch today!

Healthcare Document Management

7/30/2018

It's no secret that an efficient document management system is beneficial for any industry. But for some, it's not only the company's integrity that depends on that efficiency -- people's lives hang on the line. In the medical and healthcare fields, patient records, payment and insurance information, hospital procedures, policies and other data are some of the most important documents that contain both patients' private info and the ways in which the institution operates. That's why it's impossible to overstate the cruciality of a secure document management system that will maintain HIPAA compliance to protect your practice and your patients.

Proper document management takes a lot of time, effort and manpower/resource dedication. That's why we offer a wide variety of services that cover every aspect of document management so you don't have to go about it alone. From records storage and vault services to shredding and hard drive destruction, we can help you plan for your organizational needs.

HIPAA Compliance Through Document Destruction

HIPAA stands for the Health Insurance Portability and Accountability Act, passed in 1996 to protect medical patient data. It ensures that the proper security measures are in place -- things like procedural, physical and network security. Violating HIPAA carries severe penalties that can cause a healthcare institution to be shut down, so it's extremely important to ensure compliance. R4 Services will work with your business to be certain that you've outlined a rigid and easy-to-follow records retention program.

Outdated patient records, payment information or insurance documents contain very personal, private information, so having them on-hand opens your organization up to legal liabilities. That's why we offer secure, safe and easy document shredding services and hard drive destruction. Our state-of-the-art destruction machinery are able to handle a variety of media types: paper, tapes of all sizes, disks, cartridges, x-rays, hard drives, monitors and film. You name it and we can destroy it. After each destruction session, we give you a certification that shows exactly what and how much was processed. We make it as easy as possible for you in 3 simple steps:

We install tamper-proof collection bins at your business
You insert the materials that need to be destroyed
We collect and securely transport the materials to our facility, where you can witness the destruction in-person or online

Increase Efficiency with Document Storage and Mobile Access

Every business lives and dies by their efficiency. And when people's lives hang in the balance, it's never more important to have all the information you need readily available. Our scanning and imaging services will take all of your old paper records and digitize them. We can then index them and store them in our secure online database so that you can access them 24/7 from any web browser. No more searching through file cabinets and wasting countless hours sorting through mountains of paperwork. We make it easy to search, find, view, print, fax and email every record you could possibly need in just seconds. Our online database is fully HIPAA compliant so you can enjoy improved workflow through mobile document access without worry.

At R4 Services we understand how much time and effort goes into remaining compliant with laws and regulations. Let us do the dirty work for you so you can allocate precious time and resources to more important things to your business. We're reliable, resourceful, responsive and reasonable; we'll work with you to find pricing within your budget and custom tailor a program to suit your needs. Whether you need to store your records offsite or you want periodic document purges, we're just a phone call away!

Help Sustain Your Nonprofit's Growth by Staying Organized

7/23/2018

There are over 1.5 million nonprofit organizations registered in the US, according to the National Center for Charitable Statistics. If you are part of a nonprofit organization, you're probably aware of some of the obstacles to be overcome that may not plague your for-profit counterparts. Whether you run a chamber of commerce, a charity organization, a social advocacy group, or any other type of nonprofit institution, chances are it's much harder to stay afloat because you rely on outsider passion for your cause in order to advance and positively affect your community.
Generating revenue, sustaining growth and upgrading software are some of the most major concerns for nonprofits in the modern era. All of these require time, manpower and money. That's why a reliable, resourceful, responsive and reasonable document management system will change the game by eliminating menial tasks and increasing efficiency.

Save Time and Money
Sure, every company wants to save time and money. But these two things are particularly important to nonprofits because these key elements are often too scarce in the nonprofit world. Dedicating resources to community outreach, pleasing donors, hosting fundraising events, maintaining a membership base, creating policy and more -- all while committing energy toward forwarding organizational goals -- take heavy tolls on the time and money department.
That's why having an effective document management system is so crucial for nonprofits. By scanning and indexing your most sensitive materials and having a secure, confidential way to store them, your organization will see positive impacts on workflow. R4 Services knows how important your time is. That's why we'll handle the menial groundwork so your staff can be freed up to pursue organizational goals without being bogged down by tedious banalities.

Technology Upgrades Are Feasible for Nonprofits
One of the largest problems that nonprofits face is outdated technology and infrastructure. Today's technology is growing faster than ever before and businesses are left to either adapt and overcome or die. It's a ruthless sink or swim environment and organizations can only last so long without implementing standard tech practices. Manual, paper-based processes and outdated software eat up a lot of manpower and resources that could be delegated to more important things. A lack of automation can also negatively affect the efficiency and accuracy of reporting, storage and compliance which can in turn affect growth and fundraising opportunities.
That's why R4 Services works with every type of organization -- big or small -- to find the most cost-effective way of upgrading the way you manage your files. We are dedicated to learning and understanding your requirements to provide flexible, finely tailored solutions so that you'll benefit from:

Improved efficiency
Secure, mobile file access from any web browser
Efficient and immediate access of your organization's business documents.

Custom searches and viewing options including zoom, pan and rotate. Notes, reminders and flags may be added to documents and saved before printing.
Direct fax capability
Direct email capability
Improved response time - improving customer service
Simultaneous access for multi-user, highly active document types
Fully HIPAA compliant

We take on the burden of managing and destroying files so you can concentrate on the things that matter most -- building meaningful relationships throughout the community and spreading awareness for your cause. At minimal cost, we ensure that you are able to run your business efficiently by offering a variety of document management services such as document vault storage, shredding and destruction services for all types of media, file indexing with 24-hour web access and scanning and imaging services. Upgrading your infrastructure isn't out of the picture. We'll work with you to make it as seamless and easy as possible so your staff is free to pursue organizational goals more efficiently and with increased vigor. Give us a call today if you're ready to improve your workflow.

3 Industries That Need Document Management

3/16/2018

R4 Services Document Destruction

Every industry can benefit from one or more aspects of document management -- whether you're a construction company that needs quick, easy access to building plans while onsite; or if you're a bank, responsible for the community members' most sensitive financial information -- you need a secure way to store current documents and destroy outdated ones. But if you work in any of the following three industries, there's no doubt you it's crucial to have a reliable document management system on your side.

Accounting Firms
Accountants don't have time for sifting through mountains of paperwork -- and the accounting sector does have mountains of it. They require efficiency, accessibility and organization. If there's fat to be trimmed, there's time to be saved, which is why scanning, indexing and storing crucial data offsite is the best possible option. R4 Services provides software that ensures secure, remote access 24/7 ensuring that tax season will be a breeze. Additionally, we make it easy to adhere to a document retention schedule -- when it's time for outdated paperwork to be destroyed, we'll do it for you discreetly and securely.

Healthcare
The healthcare industry is heavily regulated and filled with legal complications. When it comes to storing documents securely, healthcare professionals often feel as if they're walking on eggshells, just waiting for the next compliance lawsuit to hit. They have to maintain patient confidentiality and rigid retention schedules for their documents. People’s lives hang in the balance, so disorganization is not an option. Accessing patient records securely and efficiently is only doable with the assistance of a dependable document management service like R4 Services. Our records storage facility will keep your sensitive information secure and centralized, ready for immediate, 24 hour access. Protecting your patients' identities is priority number one and we'll help you remain HIPAA compliant.

Education
From staff and student records to lesson plans, textbooks, and more, schools of all levels and sizes are dependent on good document management. Efficiency is key to educational institutions' success. They generally have stringent budgets, need to comply with strict document retention schedules, and university administrations are expected to work very quickly for the students that pay to be there. Having centralized data allows for ease and efficiency when working on student recommendations, grants, scholarships, communicating with parents, and any other task requiring paperwork.

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.

Protecting Your Documents Via Document Management

12/5/2017

Document Management

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.

Document Management for Small Businesses

11/24/2017

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.

Construction Industry: Why You Need Document Management

11/10/2017

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.