Scan and index your important files
By scanning and indexing your important documents, you're not only creating backups of the hard copies, you're digitizing them for maximized accessibility. Gone and forgotten are the days of sifting through boxes and digging through file cabinets. With your digital documents, you can pull up any file from any computer with a web browser. Through a secure connection, you can easily search for files, pull them up, make notes on them and directly print, email and fax. All of our digital scanning, indexing and mobile access software are fully HIPAA-compliant.
Get rid of unnecessary files
After scanning and indexing, you might not need hard copies anymore, so there are a few options for you. The first option is to destroy them. We have discussed the importance of maintaining a rigid retention schedule many times in the past, and it still holds true for nearly every industry. Outdated medical records with sensitive patient information, old financial statements and tax info (including SSNs) may be unnecessary to keep around the office. Here's a list of documents you should destroy, but probably aren't. Keeping hard copies of outdated files doesn't just clutter your physical office space, it opens you up to legal liabilities and tax audits. R4 Services has the state-of-the-art document destruction equipment that can securely and confidentially destroy any media type from paper, film, tapes, monitors, disks, x-rays and hard drives.
Store your documents offsite
Perhaps you're looking to clear some space but don't need or want to destroy those mountains of paperwork. Whether it's for sentimental value or to remain legally compliant, you might need to keep those documents -- yet, you don't want it taking up your real estate. In that case, consider storing your documents off site via vault services. It guarantees to keep your records accessible 24/7 for any media type: computer tapes, disks, video/audio recordings, microfilm, microfiche, x-rays. We can also provide climate-controlled storage space for older, sensitive things such as paintings, archival documents, books, photography, and business-critical documents (eg. disaster recovery plans).
Any and all of these methods work for any industry from medical, legal, education and more. These best-practices will help to keep your business organized to maximize efficiency, while keeping a more breathable and uncluttered office space. To find out more on how we can help you manage every aspect of your business' documents, get in touch today!