Blog | R4 Services | Chicago Shredding Destruction Services and Records Management

Data Breach Statistics in the US

7/10/2018

It's no secret that as technology rapidly expands and digitalization takes over, so too do the methods of thieves and hackers. These days it seems like every week we hear about a large organization being hacked and customer data being compromised. But even though the news reports large breaches, smaller ones happen all the time that may not be as widely publicized. Although a large company like Google or Yahoo! can financially withstand the impact of a large-scale hack, it will more greatly affect a small business. It's important to be aware of how common data breaches are and to highlight some statistics to recognize the importance of proper data retention schedules and practicing frequent confidential document destruction. Here are some quick facts:

Since 2013, nearly 10 billion data records have been lost or stolen. Only 4% of those were deemed "secure breaches", meaning the stolen data was unusable due to security measures.
2017 was the biggest year in history (thus far) regarding data breaches. More than 7 million records were lost or stolen every day that year.
86% of the world's reported data breaches in 2017 took place in the US.
The average cost of a data breach in the US is $7.34 million.

10 Largest Data Breaches in History

Yahoo! (2014): 3 billion user accounts
Adult Friend Finder (2016): 412 million user accounts
eBay (2014): 145 million user accounts compromised
Equifax (2017): 143 million people's social security numbers, driver's licenses, addresses and credit cards were exposed
Heartland Payment Systems (2008): 134 million credit cards exposed
Target (2013): Credit card info and contact info of 110 million customers compromised
TJX Companies (2006): 94 million credit cards stolen
Uber (2016): Personal info of 57 million users and 600,000 drivers exposed
JP Morgan Chase (2014): 76 million households and 7 million small businesses had their personal info stolen
Sony's Playstation Network (2011): 77 million PSN users had their account details stolen/compromised

What You Need To Know About GDPR

5/14/2018

GDPR R4 Services

The new EU General Data Protection Regulations (GDPR) kick in on May 25. While you may be thinking, "I'm a US business, this won't affect me," you would be wrong. While, indeed, the laws are being passed in the EU, tech companies and global firms are scrambling to reach compliance requirements -- the new laws apply to any company that has customers residing in the EU. You may have recently gotten notification emails from major global players, but it's not just the Googles and Facebooks of the world that need to be aware. You do, too. In fact, it's more beneficial for you to start making adjustments now, if you haven't already -- the hefty fines that come with violating GDPR would be a drop in the bucket to a major firm like Google, but they could easily sink a small business. Here's everything you need to know.

What is GDPR?
GDPR stands for General Data Protection Regulation, a new set of data privacy laws that goes into effect on May 25, 2018 throughout the EU. It aims to allow EU citizens to have more control over their private data by forcing companies to be more transparent about what information they collect, what they do with it and implement data collection consent forms. This means that companies may no longer have vaguely-worded Terms of Service agreements, they must recognize new forms of data, and customers must opt in to allow companies to collect their data.

Whom does it affect?
GDPR affects every business within the EU as well as those that do business in it. So, for example, if your business is located in the US but you have customers in the EU, you must still comply with GDPR for that market. This is why major companies throughout the US and abroad have been double and triple checking that they're ready.

What are some essential things to know?
You can visit the Information Commissioner's Office (ICO) to see a full list of what to expect and how to prepare, but here are some of the major takeaways:

Beefing up security is a must since data breaches will be taken much more seriously. Companies that experience a data breach must report it to the ICO within 72 hours.
"Personal data" has been redefined to include photos, bank details, social media names and posts, medical information and IP addresses.
More detailed descriptions regarding the purpose of data collection must be explained to customers.
Customers are now allowed to ask companies for access to their collected data, and companies must comply. Customers are also allowed to tell companies to completely erase all data collected on them.

What are the GDPR penalties?
Punishments are very severe, which is why small businesses must be aware and prepared. Any organization in violation of GDPR laws will be fined $24.6 million OR 4% of their annual global turnover -- whichever is bigger.

The stakes have never been higher when it comes to ensuring data protection compliance. There are sure to be companies caught in the proverbial net, facing penalty during this transition; don't be one of them! R4 Services specializes in data protection and file destruction to ensure compliance. We have a brand-new state-of-the-art hard drive shredder as well as bulk paper shredding services, available both onsite and off, for your business. If you have customers in the EU, it's imperative to comply with the new privacy regulations, so give us a call to securely destroy unnecessary files. Even if you don't have customers in the EU, it's not hard to imagine that similar laws may make their way to the US soon, so get informed!

Preventing Data Breaches

4/23/2018

R4 Services Preventing Data Breaches

It seems like we hear about large-scale data breaches in the news on an all-too-frequent basis. Yahoo! had a breach just a few years ago that compromised 3 billion users' accounts, eBay had one around the same time that compromised over 140 million users and the recent Equifax hacking scandal led to millions of people's most sensitive information being stolen and forced resignations from multiple executives. And those are only the large, publicized ones. In fact, there were over 1,500 breaches in the year 2017 alone.

Data breaches are no joke and proper security, risk assessment and retention schedules should be taken seriously. Many businesses rely on their reputation and integrity to keep customers' trust and keep them coming back. One data breach is all it takes to ruin a small business, so it's of utmost importance to ensure that your retention schedule protocol is in place and followed. That's why R4 Services offers confidential, secure document destruction and shredding services. We understand that today's world produces and stores more information than ever before -- whether it's on paper, tape, hard drives, x-rays, film, etc -- which is why our facilities are well-equipped to handle any type of media destruction. We understand the importance of secure document disposal, so we will help you develop and maintain a retention schedule that works best with you and lets you maintain compliant. R4 Services' customized destruction plan includes:

Installed locked, tamper-proof containers at your location for disposal of all sensitive materials.
Periodic collection of said materials to be shredded and securely transported for disposal. A receipt of items received will be issued at the time of collection.
Confidentially shredding the material under the supervision of insured employees.
We then bale and ship the destroyed material to be recycled into new, usable products.
A Certificate of Destruction upon completion of the destruction process is then issued.

You may be tempted to throw out or store old hard drives, film or paper. But if confidential data gets into the wrong hands it can lead to lost customers and loss of revenue. If you’re not using a secure destruction method, your business is at risk. R4 Services will help you maintain compliance through our state-of-the-art document destruction services. Give us a call today to find out more.

What are the 4 Rs in "R4 Services"?

1/19/2018

R4 Destruction Services

Since 1993 we've dedicated ourselves to providing top-quality services in every facet of document management. From organization and storage to digitization and destruction, we work hard to maintain the 4 Rs that hold us to a higher standard than the rest -- but what are they?

Reliable
We mean what we say and we say what we mean. When we plan your document management strategy, we'll follow through every single time. When you store your sensitive materials with us, nobody but you (or people you designate) will access them. If you want to destroy your documents, they'll never be seen again. If you want rush delivery, then start the clock because we'll be there within a few hours. Your information is our priority and we're dedicated to providing top-notch services in a timely fashion.

Resourceful
We are a team of industry experts with extensive knowledge and capabilities. We always implement the latest state-of-the-art technologies to ensure your documents' security, accessibility and integrity. When it comes to planning your document management strategy, we'll provide innovative ways of customizing your solutions to increase your efficiency. We'll work with you to control your costs without sacrificing your business' integrity.

Responsive
Accessibility should be our middle name. We are available at any time -- yes, 24 hours a day, 365 days a year. Our secure online web portal allows you to access your documents remotely at any time. Need a delivery or pick-up? Phone it, fax it, or email it. Take your pick.

Reasonable
We're flexible to all of your needs. We'll work with you to find solutions to improving your business' efficiency any way possible. Our many options will fit any budget. Our flexible programs will meet your needs. And you will be guaranteed customer satisfaction.

These 4 Rs are the foundation that hold up our organization, allowing us to deliver to you efficient, excellent service at reasonable prices. Let us help you -- come see what makes us so effective in a variety of industries

Utilizing Your VCKweb Portal

9/8/2017

Your company’s data organization, accessibility and security are high priority not just for you, but for us. This is why we use Visual Corporate Keeper to organize and secure your data. Once you begin data services with us, we’ll give you personal instruction on proper utilization of your account, but here is a brief overview on what you can expect.

Immediate and Mobile Accessibility
After setting up and logging into your account, you’ll find that if you need to access your data from multiple locations, it won’t be an issue. Using a maximum security web browser, you can retrieve your documents using any computer platform with an internet connection. If you’re extra worried about account integrity, you can set up extra security measures like IP Blocking, which only allows access to your data from within your company. You can also limit the days and even times that your data is accessible.

Instant Service
Remotely do data entry on both the box and file level, request and retrieve files, create custom searches, and more. This is all done online and instantaneously through your secured VCKweb account. It’s made as quick and easy as possible so you can run your business more efficiently, concentrating on what matters.

In addition to the above benefits, you’ll have access to an integrated report writer, generating easy and organized reports that can be downloaded and printed immediately. You can even schedule and process document destruction through your account.

R4 Services is dedicated to making your life easier by handling the nitty-gritty and often tedious task of data management, accessibility and destruction. For more information or to schedule our services, get in touch today!

3 Ways to Increase Security and Work More Efficiently

6/2/2017

Increase Information Security

It seems as though every week we are hearing about new security breaches. Whether it be an email server, a restaurant, or a larger institution, no one is safe from hackers until it’s too late. No matter the industry or the number of employees within the firm, increasing security is a must for all businesses. Whether you are planning for future protection or are implementing a plan because of a breach, security and efficiency go hand-in-hand when protecting your business. Below are 3 ways to increase security and ensure that your business is running efficiently.

1. Strong Password:

The first step in protecting your information is creating strong passwords that are changed often and unique to each platform. Having the same password for every device and login makes you susceptible to hackers, because once they have your password, they can access any account they choose.

2. Vault Services:

All businesses have paper. No matter how environmentally friendly organizations try to become, there are just some documents that must always be accessible. Storing documents either onsite or offsite should be secure and only those authorized should have access to them. Protecting classified information, whether it is having a filing cabinet or a document cage, will not only protect your business, but will also ensure documents are up-to-date and in order.

3. Destroy Old Documents:

One of the simplest ways to protect from a breach is destroying any documents that are not needed. Having an onsite shred location guarantees information will not fall into the wrong hands and an easy way to implement a recycling program in your office!

Increasing information security is an objective that every company should have. By taking the necessary steps to avoid security breaches, you will decrease the risk of identity theft and being hacked, and will improve the efficiency of your workplace. What steps do you take to increase your information security? Let us know in the comments below!

3 Ways to Fight Off Hackers and Protect Your Business

4/13/2017

Business owners understand the importance of keeping their customers’ confidential information secure. Whether it’s credit card information, social security numbers or passwords, hackers are after sensitive customer data. That’s why it’s important for all businesses to take the necessary steps to protect their customers with proper safeguards. Here are three ways to fight off hackers and protect your business (and your customers).

1. Make technology work for you.

When it comes to document management, fast access and accuracy are crucial. But the security of your documents should be priority number one. To obtain the highest security, invest in technology that will work for you and your business. 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.

2. Implement a response plan.

When it comes to hacking, most companies think it will never happen to them. But the reality is that it can happen to anyone at anytime, so it’s critical to have a response plan in place. Do your employees know what to do when a hack occurs? Develop a plan and ensure your entire company is aware of the situation and they’re prepared to take the appropriate action.

3. Nip it in the bud.

It’s great to have a response plan in place, but better yet, ingrain a security policy into your company culture. Train your employees to detect signs of identity theft, security breaches and hacks. Make it a requirement for everyone in your organization to change their computer passwords and email passwords every few months. Onsite and offsite document shredding and destruction services will also add an added layer of information security to your business.

Your employees are the gatekeepers of your organization’s most important data. That’s why it’s important to train them on best practices in the information security space. Make security a part of your company culture, develop a response plan in the event of a breach and choose the right technology to keep your information safe. By doing so, you’ll avoid hackers and protect your business from being the next victim.

Understanding Today’s Digital Age and How to Protect Yourself from Identity Theft

3/2/2017

In today’s digital age, protecting your personal and business information from identity theft is crucial. Today’s technology and digitization of information has made properly disposing of and protecting your confidential information more challenging. But there are ways to protect yourself. Here’s how.

1. Prevent
The first step is to position yourself to prevent identity theft happening in the first place. Shredding documents that you no longer need is a good first step. Records that contain important personal and business information, like bank account information, social security numbers, signatures, and other confidential information, should be securely stored in a professional storage facility.

2. Uncover
When you see a red flag, take action. If you get a call from a creditor that you’re not expecting or a letter about credit on purchases that you didn’t make, there’s a problem. You can detect identity theft by being aware of your financial picture, where your confidential information is stored, and take action when things don’t seem right.

3. Protect
Hopefully you’ve taken the proper steps to prevent identity theft by investing in document destruction or document management services. But if you find yourself in the unfortunate situation of identity theft, immediately contact the company where the fraudulent transaction occurred. Notify them of the situation and ask if they have any process for handling identity theft. There’s a chance you may have to file a police report. Secondly, it’s recommended to complete an Identity Theft Report with the Federal Trade Commission. You can complete the report online or call 877-438-4338.

Technology can streamline and simplify our lives and the way we do business, but it can also add complexity to protecting our important information. Follow these tips to protect your identity, your important business and personal information, and your livelihood.

Safety & Serenity: 2 Reasons to Clear Your Crowded Desk and Achieve Organization Through Business Records Management

11/4/2016

Records management not only helps your overall business, but it can also make an impact on a personal level, right down to your individual desk. Clearing a crowded workspace by implementing a records management plan can provide you with both safety and serenity.

Safety
When your documents are piled up on your desk or strewn about your office, you are opening yourself to several vulnerabilities. First, there is the risk of theft. Valuable records in the wrong hands can lead to identity theft, and you can be accountable for any loss of your client's information or finances.

And it's not just outside visitors you have to worry about, but yourself as well. Documents that are left lying around are more prone to be shuffled about, placed into a wrong folder, or accidentally thrown away.

You likely spend plenty of time and money investing in a backup plan for data on your network. Just because information is on paper instead of in an electronic form doesn't make it any less valuable. So, it's important to remember that when your records are properly organized or stored offsite, you are protecting yet another important business asset.

Serenity
Research proves that a cluttered office can lead to a cluttered mind. When you are working with stacks of papers towering over you, it can create a sense of claustrophobia and disarray, and that's not the best conditions to work in.

But when your records are properly organized and stored at an offsite location, you can walk into your office each morning and be greeted by a clean desk. This can decrease irritability, increase patience, and improve focus.

You can also achieve peace of mind by knowing that your records are still available to you at a moment's notice. This combination of clear focus and worry-free state of mind can help you gain more energy, open you up to more creativity, and create a calming atmosphere for you and your team to do your best work.

Data Breaches and Why They're Catastrophic for Small Businesses

10/14/2016

Cybercriminals do not just focus on large organizations. In fact, 43% of cyber attacks target small business, and the estimated cost for a small business to recover from a data breach averages $36,000. In addition, 60% of small businesses go out of business only after six months after a data breach.

Here is a look at some of the impacts a data breach can have on a small business.

Regulatory Fines & Legal Fees
When a business suffers a data breach, the regulatory organizations will perform an investigation. If a company is found to not have complied with the regulatory requirements, they will be required to pay extensive fees. Then there is the potential of legal fees should customers bring a lawsuit against the organization.

Recovery Cost
Depending on the type of breach a small business encounters, it may have to replace servers, POS equipment, or anti-virus software. Just the cost of one of these upgrades can impact a small business, but if you have to change multiple items, the cost can be impossible to manage. According to the 2016 Ponemon Cost of Data Breach Study, each lost or stolen record that has sensitive and confidential data costs the business owner $158.

Loss of Customer Trust
Then there's the cost that you can't assign a dollar value to – the loss of customer trust. A data breach to a small business can make it appear unsecured and unprofessional. This can make it easy for a customer to choose to take their business elsewhere.