Without a records retention program, a company leaves itself exposed to potential legal issues, regulatory noncompliance and unnecessary storage costs.

Regulatory Compliance
When it comes to establishing or updating a records retention program, consult your industry specific regulatory organization (such as the American Bar Association) for guidelines applicable to your business. For example, a private doctor's office may have different requirements than a large legal firm. When your records retention policy is clearly defined, followed, and documented, you can prove to regulatory organizations that you are adhering to proper guidelines and keep the threat of legal issues at bay.

Security
​When your documents are properly archived and stored, the risk of theft or loss decreases, as they are not in constant circulation. For an even bigger boost in security, consider storing your records offsite where they can be monitored 24/7/365 under closed circuit surveillance systems. R4 Service's document storage facilities are climate controlled, have constant backup power, and utilize state of the art fire suppression systems.

Profitability
The cost of extra storage space at a large warehouse facility designed for document storage can be much lower than additional square feet in a high-rent metropolitan office. This allows companies to still be compliant and keep records secure, without the skyrocketing real estate cost of extra office space. You'll see an increase in profitability as you reduce your property costs.

R4 has three records centers located near the Chicago Central Business District with easy access to all major expressways and minutes into the Loop. All R4 facilities feature state-of-the art security and safety systems, as well as strict procedures to protect your company's information assets. The largest of the three facilities feature 250,000 square feet of storage on five acres of land and is constructed of concrete walls and floors with a full basement. Our second facility includes nearly 137,000 square feet and full basement. Our third and newest facility is a single story structure of 70,000 square feet and includes the same security and fire protection offered by our larger facilities including:

• 24/7/365 closed circuit, monitored surveillance system including infrared motion detectors and door contacts
• 24/7/365 monitored fire detection system that includes sprinkler pipes, sprinkler heads, control panels and fire pump
• Monitored door policy to control unauthorized access

Our climate-controlled vault adheres to strict fire resistant construction standards of the American National Standards Institute and the National Fire Protection Association. Designed to preserve and protect sensitive data and to provide secure video and film storage, the R4 vault is equipped with an independent HVAC system and is computer-monitored to maintain a temperature of 65 to 68 and relative humidity between 35% and 45%. Key pad entry, motion detectors, CCTV and an FM-200 fire suppression system offer state-of-the-art security and protection.