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Solutions for ALL Businesses

How a Strict Records Retention Program Can Enhance Your Company's Security and Profitability

8/19/2016

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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.
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Identity Theft: Know How to Prevent It From Happening to You

6/17/2016

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Individuals aren’t the only victims of identity theft, it can happen to an entire corporation, too. Because security can be a cornerstone of your customer service, your customers trust you to protect their information and identity. Here are some tips to help prevent identity theft from hitting your business.

Keep your EIN secure.
Just like an identity thief can wreak havoc on an individual through accessing their social security number, a business' Employer Identification Number is a key to committing corporate fraud. Ensure all documents with this number are secured or properly destroyed when no longer needed.

Shred.
Just because a document is useless to you doesn't mean it has no value to an identity thief. Once you no longer need bank statements, receipts, or invoices, be sure to shred them to make your important information unusable in the hands of dumpster divers.
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Store documentation offsite.
As a business, you have many service providers coming and going from your office space. When your files are stored offsite at a secure location, fewer people have access to your important documents. Choose a location that is monitored by closed circuit surveillance systems and ensures that all visitors are escorted by security staff.
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3 Ways to Engage Employees in Protecting Business Data

5/10/2016

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Information security is an ongoing challenge in every organization. How do you keep cyber criminals from gaining access to unauthorized business data? The key to unlocking this compounding and progressing question is your employees. Your employees are your top brand advocates, so why shouldn’t they also be your first wall of protection when it comes to securing your business data? If this is the case, it’s important to prepare and provide them with the necessary tools of defense. Here are three ways to engage your employees in protecting business data.

1. Have a policy for document and device security
There should be a culture of protecting confidential information in your organization, where every employee understands the importance to not leave important documents and devices unattended. Laptops, mobile devices and sensitive documents should remain in the possession of employees at all times or secured in storage to prevent theft of data.

2. Forbid repeated passwords
People are often under the assumption that their password is so strong, no cyber criminal will ever hack it. They take it a step further and believe it’s safe to use the same password for both business and personal platforms. Criminals can and will guess your password, and if the same password is repeated across multiple personal and business accounts, they have access to all of those applications. A strong password is the cornerstone to business data security, and a unique password should be used for different business applications. Require your employees to use a combination of numbers, symbols and capitalized characters in their passwords, and implement a policy that requires a password change every few months.

3. Educate your employees about the dangers of phishing scams.
Phishing scams are more common today than ever before. Cyber criminals are increasingly targeting businesses with phishing scams because they know many employees will take the bait. This issue comes down to a core rationale—lack of education. Consider holding quarterly meetings with your employees to educate them about phishing scams and how to avoid the dangers of the attacks. Suspicious emails and bogus website links are signs of phishing attacks, and should be quickly identified and reported to your organization’s IT and/or HR department. Educate your employees to avoid opening suspicious emails and clicking on unfamiliar links and attachments in emails.
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Your employees are the most important assets to your organization. Ensure they are well equipped with business data security and well educated on the importance of protecting personal and business data. An organization with engaged employees will lead to an organization with secure and protected data. R4 Services provides secure and accurate document storage for businesses in the Chicago area. Click here to learn more.
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Have you heard about our buildings and security?

7/27/2015

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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.
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