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 In order to do this, you are likely to need access to several years’ worth of information which has probably already been archived.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/