A New Year’s Resolution – Sort Out The Filing System

It’s almost the start of a New Year and this year we’d like you to think long and hard about deciding on a New Year’s resolution that will change the way your business works, for the better of course.

Might we suggest that a new filing system is in order. Has your filing system stayed the same for years and years and is no longer suitable for your business’s needs? Or has your filing system changed every time a new employee is responsible for it? Or have you simply run out of room for your files within your business premises? Well then your New Year’s resolution has got to be to outsource your office filing and archiving system this year.

At Cube Record Management Services, we offer a wide range of services that will help you to re-address your filing and archiving procedures. Contact us for more information.

 

It’s Christmas Time

With Christmas time finally here, we’d like to take this opportunity to wish all our customers a Merry Christmas and a very Happy New Year.

You can rest assured that all your archiving and document storage requirements will be met over the festive period and our dedicated staff will still be on hand to answer any questions you might have – simply contact us.

It’s also not too late to take advantage of our current offers – check them out on our special offers page.

All the best for the holiday season – enjoy!

The Hidden Costs of Storing Documents in Your Office

For most businesses, the thought of employing a professional document storage company is daunting, mainly due to the cost involved. However, before you dismiss the idea on the grounds of cost alone, think about the hidden costs you are incurring today of storing your documents in your own office. Here are a few ideas of where you might be incurring costs:

• Wasted Office Space – every filing cabinet, bookcase or box file in your office is taking up valuable space that could be utilised to make you more money. Imagine how much more room you’d have if all those files were off-site – enough for a new staff member perhaps.
• Admin Staffing Costs – if a significant part of our staff’s role is to maintain filing systems then by eliminating in-house filing, you will be freeing up more working hours throughout the year which can be used to bring in more business or get through workloads quicker.
• Stationary Costs – by physically printing out documents and buying files, folders or binders to hold them, you are incurring an added expense that could be rationalised by using an external document storage facility.

At Cube Record Management Services, we offer a wide range of document storage services including digital storage which would work out a lot cheaper than your current in-house storage method. Contact us today for a no obligation quote for transferring your document storage to our purpose-built facility.

Does Your Current Archive Facility Offer All This?

Most businesses, whether large or small will have some sort of archiving in place for their files. These not only need to be held for a set number of years to comply with legislation but also need to be kept for referencing and planning purposes for the future. But with the task of holding archived records being so important, especially for data protection purposes, does your current archiving facility offer all these features?

• Private storage areas that comply with BS5454?
• 24 hour digital CCTV that covers all areas and that is monitored and recorded?
• High perimeter fences surrounding a stand-alone premises?
• Smoke detection to BS5839 in all storage areas?
• A four hour fire rated ‘category 1’ deed store?
• A three phase generator and power change-over protection in case of electricity failure?
• Redcare linked fire and intruder alarm systems?
• Remote access control entrance gate?
• Secure key pad access to storage areas?

If the answer to any of these questions is ‘no’ then you really need to reconsider who your records are archived and stored with. At Cube RMS, we have all of these features in place in our purpose built, stand-alone premises. We welcome you to come on our premises tour or contact us for further information on any of our services.

We Work Around Your Hours

It seems that in most jobs, the concept of working from 9am to 5pm no longer applies. With the advent of flexi-time and most companies wanting a longer working day commitment, people are regularly at their desk before 9am and leave long after 5pm.

At Cube Record Management Services, we understand that the traditional working day has changed and therefore offer longer opening times than some of our counterparts. During the week, we are here from 8am until 7pm so you can catch us early or leave it late, depending on your working hours.

We’re also available on weekends too. On Saturdays we are here from 9am until 4pm whilst Sundays we work 10am until 2pm. Remember that in certain circumstances, we also operate an out of hours service 24 hours a day, 7 days a week too.

If you would like to know more about our working hours or anything about our services, please contact us today.

Five Ways Cube Record Management Services Can Make Your Life Easier

Life’s difficult enough without added hassle so at Cube Record Management Services we go out of our way to offer you a wide range of services to make your life easier. Here are just five ways that we strive to help you out:

1.       Secure Document Destruction – we understand the importance of data protection and the burden it puts on companies. We therefore offer a full document destruction service for you – we will even issue a certificate to prove documents were disposed of correctly.

2.       Experienced Industry Knowledge – our highly skilled, experienced staff can offer you advice on the archiving, storage or destruction of your documents.

3.       Dedicated Customer Service Staff – our professional customer service team are available seven days a week to answer your queries.

4.       Document Scanning and Retrieval – at Cube Record Management Services, we barcode all your documents so they can easily be located, scanned and sent to you – often at short notice.

5.       Collection Service  - to save you time and money, we can collect your files from your premises and transport them to our fully secure storage facility.

If you would like to know more about these or any of our other services, please contact us today

The Cube RMS Team

*Terms & Conditions Apply

Countdown to Christmas – Make Room For The Tree

In the world of business, three weeks is no time at all and in just three weeks, it’ll be the start of December. December signals the official start of the holiday season and in most offices, a Christmas tree and decorations will be put up in the festive spirit.  But deciding where the tree and other decorations will go can be difficult. After all you don’t want them to get in the way of your every-day working activities but equally you don’t want to relegate the tree to an obscure corner of the office where it won’t be seen.

At Cube Record Management Services, we can offer a solution to your Christmas tree problem – store your filing with us and free up some space. We offer both long term and short term document storage, providing you with a great opportunity to de-clutter the office and make room for your Christmas tree.

Contact us today to discuss you document storage requirements.

Be Rewarded for Referring Us to a Friend or Colleague

At Cube Record Management Services we receive a lot of our new customers through recommendations from our existing clients. We really appreciate this and as a huge thank you for mentioning us to your friends and colleagues, we have decided to reward you for your efforts and loyalty.

If you recommend us to a friend throughout November, we will give you a £25 iTunes voucher* as soon as your friend places their first order with us.

‘Where’s the catch?’ we hear you say, well there isn’t one. Plus for every friend who places an order with us, we’ll give you another £25 iTunes voucher which you can spend on iTunes to buy music, apps or books of your choice.

So what are you waiting for? Start recommending us today via word of mouth or social media networks and get collecting your iTunes vouchers.

 For more information about this promotion or any of our other services please contact our friendly team on 0800 027 2668.

Fill a Rainy Day with Our Free Consultancy Offer

The weather next week is set to be rain, rain, rain so what better time to take advantage of the special October offer from Cube Records Management Service of a free day’s consultancy*.

Whether you are looking for a comprehensive archiving solution, a contingency plan in case of a disaster at the office or simply want to free up some valuable office space for other activities, we have a solution to meet your needs.

Contact us today to book your free consultancy appointment – but hurry, offer ends Wednesday 31^st October.

Some Simple Answers to Your Archiving Questions

At Cube Records Management Services, we receive a lot of questions from our customers. Although we welcome your questions, we thought we’d dedicate this blog entry to answering some of the most common queries we receive.

1. Can I access my documents at your facility?
   The simple answer is of course you can. We offer a dedicated viewing area which has full office facilities so you can not only view your documents but copy, scan or fax them too if required.
2. I sometimes work on Saturdays, would I be able to access documents then?
   Yes, at Cube Record Management Services we are open on Saturdays from 9am to 4pm. We are even open Sunday’s too!
3. We want to keep our files in their own boxes, is this OK?
   Absolutely! As long as your boxes are a standard size, not over filled and in good condition, we ‘re happy for you to use your own boxes for archiving your files.
4. In six months we might need to increase our storage requirements, do I have to commit to this space now?
   No, you don’t need to commit to extra space at the start of your contract. You can increase your storage needs whenever you need to.
5. I want my files stored in a private area for confidentiality reasons, is this possible?

Yes, we have a range of private storage areas where you can store your files as well as our shared areas.

We hope these FAQs might have answered some of your queries but if you would like to know anything else, please call us on 0800 027 2668.

Preparing Files of Archiving

October is generally quite a quiet time of year for most businesses. It is a lull after the madness of September when most people return to work after having taken their summer holidays whilst Christmas madness hasn’t quite started yet. Therefore October is the perfect time to year to get all your business archiving done. This is exactly what most of our customers do and as a result, it is one of our busiest times of year here at Cube Record Management Services.

With this in mind, we thought we’d share with you a few tips for getting the most of archiving your documents.

TIP ONE – Ensure all you paperwork is uniform in size. This usually means ensuring that A4 paperwork is all unfolded and lying flat whilst A3 can be folded (if possible) to ensure it creates as little bulk as possible.

TIP TWO – Reduce the risk of paperwork damage in storage by ensuring it is completely dry before archiving.

TIP THREE – Use special binders or cardboard wallets instead of plastic folders to protect documents as over time the chemicals in the plastic might damage your paperwork.

Follow these simple tips and archiving your documents should be a breeze. To discuss any of our document storage service with us, please call us on 0800 027 2668.

Our Business Relocation Links

We recently told you a little about our sister company Cube Self Storage who specialise in both personal and business storage using their purpose built storage facility. After this blog post, we were inundated with enquiries from clients who needed these services, including business clients who were looking to store items whilst they relocate. When chatting to these clients, we simply had to tell them about another of our sister companies who specialise in business relocation services and we’d like to take this opportunity to share further information with all of you about this.

Our sister company Edward Baden offer a comprehensive range of services that can save you time and hassle whilst relocating your business. They offer everything from detailed planning to furniture and IT audits, the physical relocation of items and the reinstallation of it in your new premises. To find out more about Edward Baden’s services, simply click here.

Thanks to all our customers who reply to our blogs – we take your input seriously and it is you that spurs us on to offer more services as and when required.

Our Wide Range of Storage Options

At Cube Record Management Services we regularly tell you about our document archiving and storage facilities along with our scanning and retrieval services and destruction services. However we don’t think we’ve ever told you about the other storage options we offer thanks to our sister company Cube Self Storage.

Thanks to Cube Self Storage’s purpose built, state-of-the-art facility, we are able to offer you storage for any purpose from an office relocation to a personal home move. Plus throughout September you can take advantage of a special offer on climate controlled storage which can be used to store priceless documents to fine artwork, wine collections to vintage clothing. Click here to find out more information about this limited time offer.

Our modern ‘no commitment’ relationship

The world of relationships has changed significantly over the past few years and at Cube Records Management Service this has not gone unnoticed. We take the ‘no commitment’ relationship to a whole new level in the business world with our flexible, no commitment approach to document storage.


Here’s our pledge:

No minimum volume – we don’t set a minimum volume level for storing your documents. If you only have one document or one box of files to store, that’s fine by us.

No space commitment– we know that nothing is fixed in business so we won’t ask you to commit to a fixed area of archiving space. We will adapt to meet your requirements.

No box commitment – we don’t force you to use our storage boxes, as long as yours are in good condition and a regular size then we’re happy with that.

You won’t find this ‘no commitment’ approach from any of our competitors so to find out more about our services, please contact us.

How we differ from other records management

It is a common misconception that all records management companies offer the same level of service. Although generally they all offer some form of document storage to businesses, this is where the similarities end. We’d like to take this opportunity to tell you three ways in which Cube Record Management Services differ from other companies:

1) Dedicated storage facility – at Cube Record Management Services we own and operate a dedicated facility which all our client’s documents are stored in. It offers state-of-the-art security and even has a climate controlled storage section which is available for certain types of documents.

2) Personal account manager – each and every client, however large or small, is given a personal account manager who is fully trained to provide you with everything there is to know about archiving and storing your documents.

3) 24/7 document access – through our online portal, you can remotely access your documents 24 hours a day, seven days a week.

We are the only company we know of that provides all of these services as standard to our clients. If you would like further information about any of our services please contact us.

Our Commitment to Security at Cube RMS

Due to the sensitive nature of most of the documents we store on behalf of our clients, we understand the need for a high level of security. At Cube Record Management Services, we pride ourselves on the excellent security measures we have in place at our purpose built storage facility.

Surrounding our storage facility is a high perimeter fence which you’d be hard pushed to be able to scale to get into our car park. The outside of our facility is also covered by CCTV which records anyone on the premises – whether they’re supposed to be there or not. Further security is provided by a Redcare intruder alarm.

The interior of our document storage facility is also covered by CCTV – the corridors, offices and the storage rooms. This enables us to keep track of anyone within the building at all times of the day and night.

What if there’s a power failure? We’re not worried as we have a 3 phrase generator with power change-over protection to make sure our facility remains secure.

If you would like to find out more about our security, premises or services, please contact us.

Preparing Paper Documents for Archiving

When it comes time to archive your paper files, there are a number of things that you should do to prepare them which include:

1 – Unfold any folded sheets of paper – this will ensure that all the sheets are uniform and there’s no extra bulk.

2 – Make sure all the paper is 100% dry - if paperwork has been stored in a damp or humid area, make sure it’s completely dry before you archive it to stop it rotting away.

3 – Sort your paperwork – make sure that paperwork is with other relevant pieces as this will make retrieving it easier later on.

4 – Use cardboard folders – cardboard folders are the best way to store paperwork. Avoid using ring binders and spiral binds as these are bulky. Also avoid using plastic wallets as over time the chemicals in the plastic can leach onto your paperwork causing damage.

If you have any questions on the best way to store your paperwork or digital files, please contact our friendly team on 0800 027 2668.

Finding Archived Documents for Christmas

You may hate us for talking about Christmas in August but in the world of business, this is when all the planning has to be done ready for the festive season.

For human resource departments, the staff Christmas party is one of the biggest social events of the year and it requires a lot of planning. A suitable venue has to be found, a caterer confirmed, drinks ordered, transport scheduled and much more. For most companies, the venue changes every year so this process is time consuming and stressful. However if you saved all the brochures and quotes obtained from the previous year by archiving them, you will save yourself some much needed time by simply referring to them again this year to look at different packages and price options.

To retrieve your documents from Cube Record Management Services’ purpose built facility you can use our online request service. You can give us notice and come and pick the documents you require up, have them delivered or utilise our document scanning service in as little as an hour.

If you would like to find out more about our document scanning and retrieval services, or any of our other services, please contact us.

Planning Autumn Activities

As the summer draws to a close, most businesses look towards what the autumn and winter seasons have in store. It is a time utilised by most businesses to plan everything from stock availability to customer projections and beyond in order to try and work out what will happen in the months ahead.

The first part of this process is often to reflect on what has happened in previous years. In order to do this, you are likely to need access to several years’ worth of information which has probably already been archived. This may sound daunting, requesting for files to be accessed and then sifting through them to find the documents you require. However at Cube Records Management Service, we offer a comprehensive document retrieval service which will allow you to quickly receive a copy of a document in as little as an hour and the hard copy within 24 hours. This is thanks to the fact that we utilise a database to keep track of every single document you provide us with for archiving. We then therefore locate the document quickly and get it to you as soon as possible.

If you would like to find out more about our document scanning and retrieval services, or any of our other services, please contact us.

Document Archiving – the Corporate Reputation Superhero

Your corporate reputation is your greatest asset. It takes a masterful combination of outstanding customer service, a driven marketing machine and an efficient engagement model to ensure that your reputation continues to distinguish you from your competitors.

However, once your reputation is tarnished it is difficult to regain. And with the advent of social media, it can take mere seconds for that reputation to be completely destroyed. The press is constantly highlighting instances of corporate superpowers whose credibility is severely broken by their inability to protect their customer data from hackers, viruses, disenchanted employees or sheer carelessness.

So how do you ensure that your customer data remains both protected and at your fingertips? The answer is simple – invest in a document archiving solution. By retaining your physical records in a secure storage facility you not only meet your compliance requirements, but ensure that the documents are kept in optimum condition and can be accessed whenever you need them.

At Cube Record Management Services we understand how vital it is to protect the information that is the lifeblood of your company. Not only can we ensure a safe environment, but our advanced archiving system enables us to file and locate documents quickly and efficiently. Your documents are accessible, your customer records are secure and your reputation is protected.

To learn more about our document archiving solutions please contact us.

There’s no room for duplicates here

Cube Record Management Services keeps it unique.
Using record management is more than just storing your documents; it’s a vital asset to any business. It’s a way of bringing a method to the madness!

With each day passing, more companies are using a record management company, such as Cube Record Management Services, to help restore the calm created from the madness of multiple employees being let loose on the company network of folders.

We see it all the time; a company comes to us and says “please help, I think I’m seeing double”. This is the result of many years of using an in-house folder network system coupled with many different employees who create their own folder names, styles, categories and versions of files. Somewhere along the line the S.O.P for creating a new folder has been lost, so now they have a duplicate, unique and incorrect record archive.

Cube Record Management Services can help you to address this problem. We’ve created a bespoke system that will allow you to archive all of your records in an easily accessible manner, with no duplicates. Each of your files is assigned a unique code that will give it its own identity, and will enable you to locate it whenever you need it. It keeps things tidy, and you will no longer be wasting time trying to find a correct version of a file or having to work out an employee’s interpretation of your company’s folder system.

If you’re at the stage of seeing double and need a hand to restore order, please give us a call we would love to help you.

How We Ensure Security at Cube RMS

At Cube Record Management Services, we store a wide variety of documents for our clients. Most of these documents are sensitive in nature or are confidential to our clients. We therefore have to ensure that we offer a high level of security, no matter what types of documents are stored.
We pride ourselves on our high level of security and will never compromise the security of your data. All records that are stored with us are placed in our purpose built facility – we never outsource the storage to other facilities or companies.

Our first security measure is the high perimeter fence that surrounds the Cube Record Management Services building. This provides both a deterrent and a barrier for anyone looking to illegally enter our premises. We have a Redcare intruder alarm should someone try to enter our premises illegally.
We also have 24 hour digitally monitored and recorded CCTV which covers all areas of our premises including the grounds and corridors, as well as the storage rooms. We are able to see exactly who enters and leaves and facility, along with what they do once in there.

In the event of a power failure, we have a 3 phase generator with power change-over protection to ensure all our operations continue unaffected.

To find out more about our security, premises or services, please contact us.

Cube RMS supports Chestnut Tree House

From July until September, Cube RMS will donate ten per cent of all our packaging sales to Chestnut Tree House. Chestnut Tree House is the only children’s hospice in Sussex and cares for children and young adults with progressive life-limiting and life-threatening illnesses from all over the county.
Ian Pointer, Managing Director at Cube RMS, said that: ‘We are immensely proud to support this cause. Chestnut Tree House provides a much needed service and offer outstanding levels of care. We are fully committed to supporting them in this initiative. ‘

Click here to learn more about Chestnut Tree House.

The benefits of document storage

More and more businesses are outsourcing their document and record management to companies such as Cube Record Management services. So what are the reasons for the increased popularity of using a document and record storage company?

It’s simple:

It decreases office rental costs

Storing your documents in your office is very inefficient cost-wise: using a document and record management company, such as Cube, is cheaper than renting extra office space.

It creates a productive work environment

Would you rather have your employees drowning under huge piles of papers or doing actual work? Don’t let your employees waste hours every week searching for missing documents.

It helps you close more sales

What would a client do when they see you have a messy office and unorganized employees? They would probably leave and never look back. You can only make a first impression once, so let Cube help you make it a good one.

It allows your employees to work from home

When you use Cube Record Management’s services, you’re not only placing your documents and files somewhere safe, you can also scan every piece of data and make it accessible online 24/7; your employees won’t even need to come into the office

It’s proven that employees are more productive when working from home than in an office environment. At home, they want to get the job done asap and go play with their kids, while in the office they know they’ll have to be there until 5PM.

It keeps your documents in safe hands

When you use Cube record management services for your document storage, you can be sure that your data is safe. Part of what we specialize in is document archiving, and not only do we have a clear system to organize and protect your documents from damage, we also have CCTV and security who are in the building 24/7. We all know how easy it is to lose a document in a cluttered office, and we all know how much the loss of one important document can cost a company.

To learn more about our record management solutions, please contact us.

Failing to prepare is preparing to fail

At some point a business, whether they are large or small, will have to undergo an audit. It’s something that has to be done and it’s something that nobody looks forward to. The trick is to be as prepared as possible for it in advance and then when the day arrives it will go so much easier.

The best way to prepare for an audit is to start using a record management company now, such as Cube Record Management Services. By using our services you will get a head start on the auditors and be ready for their arrival.

Cube Record Management Services will help you organise your files and data so it is in an ordered manner and easy to locate. We have our own bespoke record tracking system that will assign a unique barcode to your files and then locate them for you, whenever you need them. Also, being able to request access to your files through our online web portal means that you can request a document at any time, from any location.

So if you get an unexpected visit from the men in suits, you will still be able to produce any records that are requested,as quickly as an hour after requesting them. Let Cube Record Management Services help protect you, your staff and your business from being caught out.
To find out more about our services please contact us.

Be clever; send your old record archives to the shredder!

Since the start of the recession, towards the end of 2008, the amount of identity theft has only increased and thieves don’t look to be slowing down anytime soon. With a staggering 46% of UK households, and 27% of UK small businesses admitting they don’t have a shredding strategy in place for their important information stuffed documents and record archive, there’s no wonder thieves are literally turning peoples trash into cash.
A shop register may only leave four digits of your card number on the receipt but what if another shop register leaves a different four digits of your card on their receipt? It wouldn’t be very hard for an identity thief to piece the numbers together and before you know it your bank balance is showing a big fat zero.

What if the shoe were on the other foot? You are the shop keeper, your document and record management skills consists of chucking the till rolls in the bin out the back, along with all those account numbers and address details, written on a scrap bit of paper when taking orders over the phone.

Would you seriously be able to compensate you’re customers for the loss from their bank account due to your negligence?

Having a shredding strategy in place is a must in business, and it wouldn’t harm having one for your household either. Cube Record Management Service has all the tools to help keep not only yours, but all of your customers’ valuable information safe. To see how we can help keep you safe, follow the link http://www.cuberms.com/secure-document-destruction-and-shredding/