Frequently Asked Questions About Document Management
Can I contact R4 at all times of the day or night?
R4 is available 24/7/365. Documents are accessible for retrieval by contacting our emergency service number at 888-SEE-FILE. This emergency number can be found on our client online access web page at VCKWeb home page, as well as via the automated attendant message when calling after business hours.
Can I tour the R4 facility?
R4 welcomes all clients and potential clients to visit and tour our Chicago facilities. If you are considering R4 Services for your records and information storage and management needs, please contact us and to schedule a tour. Current clients should contact your account or sales representative who will be happy to schedule a tour.
Why is a retention schedule so important?
Following a strict records retention program can only enhance your company's security, profitability and regulatory compliance. Without a retention schedule, a company leaves itself exposed to potential legal issues, regulatory non-compliance and unnecessary storage costs. By establishing a sound records retention schedule, you can achieve compliance and reduce costs.
Can R4 assist in maintaining a retention program?
Our records management software is designed to track retention dates and file histories for destruction, recycling or permanent withdrawal.
What risk management procedures are in place?
R4 has taken a proactive approach to ensure business is not interrupted due to large power outages. A disaster plan is available upon request at our facility.
Do documents need to be stored in R4 boxes only?
It is not necessary to store your documents in the R4's boxes, however, it is critical that documents be sent to our facility in durable containers, thus eliminating boxes tearing or shredding while in transit and in storage.
Can I store large presentation boxes or odd size boxes?
R4 can store any size box. We can also provide or order custom-sized boxes and assist in preparing items for storage.
Can I access my documents online?
R4 customers can access and manage their documents online via VCKWeb. Authorized users can view, search, sort, report, request, perm out and return boxes and files from their desk top via secure access codes.
Can I scan and retrieve records easily?
R4 can establish a scanning program designed to meet your company's needs. We can scan and inventory documents upon request, as well as set up a "search and locate" program to easily track your scanned documents.
Can I measure the volume of boxes I currently have in storage?
R4's monthly invoice also tracks the number of boxes currently in storage, as well as the number of boxes destroyed or permanently removed that month. Customers can also track additions or removal of boxes for any time period in question via our web access tool, www.InfoKeeper.com.
Can I measure monthly activity of services?
R4's monthly invoice itemizes the service activity summarized by service code. You can easily track the number of regular deliveries vs. number of rush deliveries, number of retrievals, returns, new boxes, etc. This can assist in budgeting for your firm, as well as measuring the potential growth of boxes.
Can I review boxes at the R4 facility?
R4 is equipped with multiple conference rooms and viewing rooms complete with a telephone, fax, photocopier, and computer with internet access. If you are reviewing 100 or more boxes, save on the delivery and pick-up fee by speaking with your customer service representative to schedule an onsite review.
Can I ship boxes/documents?
R4 will ship boxes or documents to anywhere in the US or internationally. When placing a shipping request, please note the mailing address, third party shipping number and the form of shipment you would prefer.
Where can I store my most sensitive documents? Magnetic media?
R4's climate-controlled vault meets all of the industry standards in air distribution, circulation and humidity controls. It is equipped with an FM 200 fire suppression/detection system per NFPA Guidelines and utilizes a clean air agent, as well as an independent electrical backup system to maintain these controls in the event of a power outage. As a further safety and security measure, the vault is equipped with a four-hour fireproof door with an electronic pass code lock. All of these features ensure your sensitive materials and media is safely and securely stored.
Can I store my company's backup tapes at R4 and have them rotated daily?
R4 can securely pick up your company's backup tapes in a locked metal media container. R4 will establish a schedule customized to your needs, daily, weekly, monthly, etc. All media is stored onsite in our climate-controlled vault.
Why is document destruction so important?
Without proper safeguards, sensitive information can end up in an unsecured container such as dumpsters or trash cans where it is readily (and legally) available for anyone to access.
Can I securely destroy or recycle boxes at R4?
R4 can assist you in complying with the legal requirements of HIPAA, Sarbanes-Oxley, and all applicable regulations and guidelines by offering safe and confidential destruction of your sensitive materials. For non-sensitive materials, we also offer recycling.
How many bins would you recommend for daily onsite activity?
This depends largely upon a company's size, as well as volume material produced on a daily or weekly basis. Before placing bins, an R4 Client Services Representative will work with you to develop a destruction schedule. Then, based upon actual activity, we can adjust rotation schedules and bin sizes, numbers, and so forth.
How will we know that our documents have, in fact, been shredded?
Once your documents have been completely and confidentially destroyed, we will provide you with a Certificate of Destruction for your files. This is especially useful should you ever be required to produce evidence that certain information has been destroyed. You are also welcome to view the destruction process online or in-person. Please contact an R4 Client Services Representative for more information.
R4 is available 24/7/365. Documents are accessible for retrieval by contacting our emergency service number at 888-SEE-FILE. This emergency number can be found on our client online access web page at VCKWeb home page, as well as via the automated attendant message when calling after business hours.
Can I tour the R4 facility?
R4 welcomes all clients and potential clients to visit and tour our Chicago facilities. If you are considering R4 Services for your records and information storage and management needs, please contact us and to schedule a tour. Current clients should contact your account or sales representative who will be happy to schedule a tour.
Why is a retention schedule so important?
Following a strict records retention program can only enhance your company's security, profitability and regulatory compliance. Without a retention schedule, a company leaves itself exposed to potential legal issues, regulatory non-compliance and unnecessary storage costs. By establishing a sound records retention schedule, you can achieve compliance and reduce costs.
Can R4 assist in maintaining a retention program?
Our records management software is designed to track retention dates and file histories for destruction, recycling or permanent withdrawal.
What risk management procedures are in place?
R4 has taken a proactive approach to ensure business is not interrupted due to large power outages. A disaster plan is available upon request at our facility.
Do documents need to be stored in R4 boxes only?
It is not necessary to store your documents in the R4's boxes, however, it is critical that documents be sent to our facility in durable containers, thus eliminating boxes tearing or shredding while in transit and in storage.
Can I store large presentation boxes or odd size boxes?
R4 can store any size box. We can also provide or order custom-sized boxes and assist in preparing items for storage.
Can I access my documents online?
R4 customers can access and manage their documents online via VCKWeb. Authorized users can view, search, sort, report, request, perm out and return boxes and files from their desk top via secure access codes.
Can I scan and retrieve records easily?
R4 can establish a scanning program designed to meet your company's needs. We can scan and inventory documents upon request, as well as set up a "search and locate" program to easily track your scanned documents.
Can I measure the volume of boxes I currently have in storage?
R4's monthly invoice also tracks the number of boxes currently in storage, as well as the number of boxes destroyed or permanently removed that month. Customers can also track additions or removal of boxes for any time period in question via our web access tool, www.InfoKeeper.com.
Can I measure monthly activity of services?
R4's monthly invoice itemizes the service activity summarized by service code. You can easily track the number of regular deliveries vs. number of rush deliveries, number of retrievals, returns, new boxes, etc. This can assist in budgeting for your firm, as well as measuring the potential growth of boxes.
Can I review boxes at the R4 facility?
R4 is equipped with multiple conference rooms and viewing rooms complete with a telephone, fax, photocopier, and computer with internet access. If you are reviewing 100 or more boxes, save on the delivery and pick-up fee by speaking with your customer service representative to schedule an onsite review.
Can I ship boxes/documents?
R4 will ship boxes or documents to anywhere in the US or internationally. When placing a shipping request, please note the mailing address, third party shipping number and the form of shipment you would prefer.
Where can I store my most sensitive documents? Magnetic media?
R4's climate-controlled vault meets all of the industry standards in air distribution, circulation and humidity controls. It is equipped with an FM 200 fire suppression/detection system per NFPA Guidelines and utilizes a clean air agent, as well as an independent electrical backup system to maintain these controls in the event of a power outage. As a further safety and security measure, the vault is equipped with a four-hour fireproof door with an electronic pass code lock. All of these features ensure your sensitive materials and media is safely and securely stored.
Can I store my company's backup tapes at R4 and have them rotated daily?
R4 can securely pick up your company's backup tapes in a locked metal media container. R4 will establish a schedule customized to your needs, daily, weekly, monthly, etc. All media is stored onsite in our climate-controlled vault.
Why is document destruction so important?
Without proper safeguards, sensitive information can end up in an unsecured container such as dumpsters or trash cans where it is readily (and legally) available for anyone to access.
Can I securely destroy or recycle boxes at R4?
R4 can assist you in complying with the legal requirements of HIPAA, Sarbanes-Oxley, and all applicable regulations and guidelines by offering safe and confidential destruction of your sensitive materials. For non-sensitive materials, we also offer recycling.
How many bins would you recommend for daily onsite activity?
This depends largely upon a company's size, as well as volume material produced on a daily or weekly basis. Before placing bins, an R4 Client Services Representative will work with you to develop a destruction schedule. Then, based upon actual activity, we can adjust rotation schedules and bin sizes, numbers, and so forth.
How will we know that our documents have, in fact, been shredded?
Once your documents have been completely and confidentially destroyed, we will provide you with a Certificate of Destruction for your files. This is especially useful should you ever be required to produce evidence that certain information has been destroyed. You are also welcome to view the destruction process online or in-person. Please contact an R4 Client Services Representative for more information.
