Keep It Secret, Keep it Safe

 

Secrets can destroy friendships, wreck marriages and cause businesses to fall apart due to the element of trust being damaged. However when it comes to protection, secrets can be necessary. In Lord of the Rings, Frodo needed to help Gandalf keep the ring secret from the Dark Lord Sauron so that the world of Middle-earth did not fall under his shadow and rule. In the same way, confidential documents often need to be kept safe and secure so that the wrong people do not gain access to what is for your eyes only. This is where Cube Record Management Services can help out and offer that hobbit helping hand that you may need!

 

Our stand alone Cube RMS facility has been designed to ensure maximum security and safety of your documents. The building has perimeter fencing with remote access controlled gates and key pad access to all storage areas. You can rest assure that your documents will indeed be kept a secret in our 24 hour digital monitored and recorded CCTV covered facility, alongside our Redcare linked intruder alarms.  Furthermore we have fire alarms and smoke detection to BS5839 standards in all our storage facilities so we can react in the best way if the flames of Mordor attempt to disturb the safety of your possessions.

 

Should you need to dispose of your documents, we can shred, recycle or destroy them upon request which once more ensures that information does not fall into the wrong hands... because some secrets really aren’t worth sharing!

 

Get in touch today to keep your secrets safe with Cube RMS.

5 Reasons to Outsource your Document Storage

Outsourcing your document storage and data management allows you to focus on your core business needs and better serve your customers. Here are 5 other great reasons to consider outsourcing your company document storage and handing over record management to Cube RMS.

Outsourcing your document storage will allow you to...

1) Free up some space – When square footage in the property market comes at a premium it becomes imperative to utilise your floor space, maximising productivity – so are those filing cabinets really earning their keep? A room used to store archives could be used to accommodate more useful machinery or even extra staff members who are making money for your business as opposed to doing nothing.
 

2) Save Time – Allow Cube RMS to manage your records so you don’t have to. We collect and deliver, our document scanning and retrieval service makes your records easy to access, if received during working hours you will receive the scanned documents within one hour of your request.

3) Increase security – Our high tech security systems are unrivaled to any in house system, this gives you peace of mind that your documents are in safe hands and less venerable to fraud. Risk reduction.

4) Less contact with staff – It is a sad fact that most cases of fraud come from employees taking advantage of sensitive data. Storing your data off site eliminates this possibility. Your documents are handled only by our vetted staff members so your privacy remains protected.

5) Comply with regulations – Cube RMS takes the stresses out of complying with legal requirements with document storage especially when it comes to data of a personal nature. From cradle to grave document storage Cube can offer you the complete service.

6) Ease of access – Instead of rooting through mountains of files, Cube RMS offers a easy retrieval portal allowing you to get on with your work whist we retrieve your files should you need them.

We’re going on the record to say that outsourcing your document storage makes business sense and we hope we have convinced you likewise. For more information please get in contact with our expert consultants today at Cube RMS to discuss your document storage needs. 

A day for Prime Ministers - Document storage for the future

Today is a day to remember the works of previous prime ministers, not only because of the recent death of our first and currently our only woman prime minister Lady Margaret Thatcher but also because yesterday was annual Winston Churchill day, celebrating when Churchill became an Honorary Citizen of the United States.

Both prime ministers were great characters and famed for their inspirational and motivational speeches, one our most famous war time PM and one perhaps our most famous peace time PM.  Thankfully we have access to these speeches and announcements due to technology and archiving that will serve to protect their memories and ingrain in ours for years to come. These are precious materials to inspire future generations and to keep the history of our country alive. Just imagine if we didn't have these materials – this highlights the importance of proper document storage and archiving, and this is important for your business documents too, to protect the past and the future of your business.

So insure your important documents are stored away with Cube RMS to ensure they are not lost or forgotten. Contact us to speak to one of our expert staff today about your record management needs. 

Imagine losing that winning betting slip!

We've got Grand National fever here at Cube RMS HQ! Not only are we checking out the horses and the racing fashion trends but we've got an office sweepstake on the go!

This got us thinking... imagine the thought of loosing that winning betting slip or lottery ticket... The panic would be unthinkable! And this would also be the case with many other sensitive business documents and records  if they were to be misplaced – that is why it is sensible not only to store your lottery ticket or betting slip for this Saturday in a safe place, but also with your other business data and records.

This is where Cube RMS can help. We provide a professional archiving service for your irreplaceable documents with guaranteed privacy and 24/7 access all managed under a state of the art security system. You can rest assured that your business documents will not come to any harm physical or virtual, ensuring smooth business operations into the future.

So good luck for Saturday’s Grand National, keep a tight hold on any winning betting slips! And remember to store your business documents with Cube RMS! Get in contact today for more information and to speak with one of our industry experts.

Data Protection Act – What you need to know

Any company or professional that needs to store personal data from clients in order to perform business activities is classified as a “data controller” thus they must comply with the Data Protection Act 1988. And this is the case for most companies in the UK who process customer data.

The Act consists of 8 principals. According to the Data Protection Act 1988 data must be:

• Fair and lawfully processed – must gain permission from the individual you are taking the data from – be honest.
• Processed for limited purposes – the collected information must be held for used for appropriate purposes. Only use the data for the reasons you’ve promised.
• Adequate, relevant and not excessive – All data requested must be necessary to complete the task – nothing outside of the concern of the business. No irrelevant data.
• Accurate and up to date – out of date information could result in error.
• Not kept for longer than necessary – securely destroy any information that is no longer need to avoid leakage.
• Processed in accordance with the data subject’s rights – these rights include the right to access a copy of their information, a right to object to the processing of their data, a right to prevent processing for direct marketing, a right to have inaccurate data rectified and a claim to compensation for damage caused by a breach of the act.
• Secure – If a company is holding data on behalf of a third party, it is their duty to ensure it is kept secure.
• Not transferred to countries without adequate protection – Data relating to third parties must not be stored overseas unless adequate safe harbouring laws are met.

To discuss your records management needs with an industry expert today, please get in contact.

Information Overload

Did you know that every day we create 2.5 quintillion bytes of data – and that today around 90% of the data in the entire world was created in the last two years alone?!

The amount of data that is being created means that information management is all the more important. That is why Cube RMS has created simple and secure documentstorage solutions taking the stress out of archiving.

Cube provides a discrete and efficient service causing minimal disruption to business operations. We will look after your unique document needs for the whole of the life cycle, from collecting your files, storing them in our specialist facilities, creating easy tracking and retrieval and document disposal upon request.

Get in contact today to speak to one of our expert consultants to discuss your unique document storage needs or call 0800 027 2668.

Document Destruction

In recent years regulators have imposed more stringent duties on companies regarding proper management of personal data and records. Companies must take steps to prevent the ad hoc disposal of records and ensure that final disposal of records is in accordance with agreed policies.
 
The methods of final disposal vary:

Destruction of physical, paper records may require cross-cut shredding and/or burning in a secure environment. The following methods are recommended as minimum requirements by The National Archives:

Non-sensitive (unclassified)
Ordinary rubbish bins should only be used for clearly ‘public domain’ material. Although
FOIA will greatly increase the extent of releasable information; much will still contain personal data. Records may consequently require tearing into small pieces and placed in rubbish bins/sacks for removal by an approved disposal firm.

Restricted
Waste should be strip-shredded and placed in paper rubbish sacks for collection by an approved disposal firm.

Confidential
Waste should be crosscut-shredded and placed in paper rubbish sacks for collection by an approved disposal firm. The material should be pulped or burnt.

Secret and top secret
Waste should be crosscut-shredded or disintegrated using a grille size no larger than 6mm and placed in paper rubbish sacks for collection by an approved disposal firm. The material should be burnt.

Destruction is also particularly important in the electronic environment where there might be uncontrolled copying of information. Deletion of electronic data should ultimately mean the complete destruction of the electronic record (and is the electronic equivalent of secure disposal of physical records). This means rendering them non-recoverable even using forensic data recovery techniques.

At Cube RMS we offer a secure and confidential record shredding and destruction service. To find out more please get in contact today.

21st Century Storage

For many businesses off site document storage has become a necessity and we would like to highlight just why you should take is seriously too.

Your business documents constitute a valuable asset to your business - you need to protect them.

Should disaster strike would your confidential and valuable business data survive? We would like to help you protect these assets with our off-site document storage facility.

Does your place of work have the necessary precautions to safeguard against robbery? At Cube RMS our facility offers remote entrance gates and key pad access to all storage areas, 24 hours digitally monitored and recorded CCTV, on call duty managers, and high tech intruder alerts.

If it were to suffer from a fire, would your precious business data go up in smoke? The Cube RMS facility has a 4 hour rated “Category 1” deed store, smoke detection to BS5839 and fire alarms.

Or what if your business place were to flood? Cube RMS can offer temperature and humidity controlled storage environments. These will ensure your documents will not depreciate in any way.

Take your security seriously and let Cube RMS take responsibility for all your document storage needs. Get in contact now to discuss your storage needs. 

Step Away From the Filing Cabinet

Filing cabinets take up a lot of space and become a hazard when too full, not to mention being a bit of an eyesore. Offices should be a tranquil environment where employees can concentrate and relax. The industrial look of a filing cabinet promotes completely the opposite of message and can make staff feel oppressed. It is best to keep working areas minimal with any empty space filled with plants and paintings, not an ugly filing cabinet. Staff will be more productive and customers will be more attracted to a tidy, bright office then a drab, cluttered one.

 

So step away from the filing cabinets and store any necessary documents with Cube Record Management Services. We can save you both time and space by offering a simple, yet secure means to store your records. Each record has its own unique reference label and is stored on our 24/7 online database, which makes it so easy to find that we can ensure that it will be with you by the next day. Your documents will be secure with strict access control and should you need to dispose of them, we can shred, recycle or destroy the items upon request. It really is that simple! We can even come to your premises to collect your records to transport them back to the storage unit securely! So free up some space and get rid of those ghastly filing cabinets... give us a call today on 0800 027 2668.

Copernicus Needed Cube RMS

If you have been on Google today (19/02/2013), you would have no doubt seen that today is the 540^th birthday of Nicolaus Copernicus. The polish astronomer and mathematician is principally known for changing our understanding of the Solar system by realising that the sun, not the earth, actually sits at its centre. His book, translated as On the Revolutions of the Celestial Spheres, is considered a major revolution in the history of science. The making of this book, an amalgamation of his astronomical and mathematical findings would have undoubtedly involved lots of lengthy working out. Managing these papers would have been an absolute nightmare for Copernicus and it really would have been handy for him if Cube Record Management Services had been around 500 years ago to help him out.

Cube RMS offers a simple and secure means of storing your critical documents and records in a specialist, secure facility. We have a convenient online request portal, which we use to easily access your documents using our bar-coded archiving system. If you so wish we can scan the requested document and send it to you directly. Furthermore should you need to dispose of your records, we can shred, recycle or destroy the items upon request. Copernicus would have had no need to worry about Lutheran rivals getting their mitts on his findings in our 24 hour digitally monitored and recorded CCTV units, with secure access control.

So whether you’re a mathematician or an accountant with records that you need storing, give us a call today on 0800 027 2668 for more information. 

 

The Look Of Love

Here at Cube Records Management Services, we never want to miss an opportunity to celebrate, especially when it’s in recognition of L-O-V-E! So please take advantage of our special valentine’s deals!

 

1)      Firstly, we’re hitting two hearts with one arrow by providing reliable record storage for a friend, whilst ensuring you have a great Valentine’s Day with a trip to the pictures on us! Yes, we will give you a pair of cinema tickets, absolutely free, when you recommend a friend to our company!

 

 

2)      We are also keeping the heat this February with twelve weeks for the price of six in our climate controlled storage facility. These units are run to stringent specifications so as to offer the ultimate protection for items that are sensitive to heat, cold, dust, mould or humidity. This will prevent your documents from fading and your media from becoming damaged!

 

 

Please take advantage of these generous offers, courtesy of Cupid! Contact us for more information!

Take Advantage of a Special Offer for the New Year

At Cube Records Management Service, we thought that we’d join in the January Sales frenzy by putting together our own special offer for the New Year. That is why we are offering all customers a FREE photographic inventory* when they use our climate controlled storage facility.

Ideal for storing important documents such as house deeds, insurance policies and more, our state-of-the-art climate controlled storage facility includes humidity and temperature controls to ensure that your documents are kept in the best possible conditions to avoid disintegration, staining and other issues from occurring.

To take advantage of our FREE photographic inventory* service or to find out more about our climate controlled storage facility, call us today on 0800 027 2668.

*Terms and conditions apply

Offering You More Storage Options

At Cube Records Management Service, we made a New Year’s resolution that we intend to keep this year. We promised that we’d offer our customers even more services for 2013. With that in mind, we’d like to introduce you to some of the services offered by our sister company Cube Self Storage.

The state of the art self storage facility allows you to store virtually anything from excess business stock to household items. They offer flexible short and long term storage contracts and can even offer climate controlled storage for vintage clothing collections, wine and much more.

We can make all your self-storage arrangements on your behalf so just call us today on 0800 027 2668.

We Changed Children’s Lives at Christmas

At Cube Records Management Service, one of the charities that we regularly support is Chestnut Tree House which is a home away from home for children with life-limiting illnesses. You may remember that during November and December we ran a promotion offering to donate presents to the charity, just in time for Christmas.

Well we always follow through on our promises and thanks to your continued support we managed to donate a total of eleven presents to Chestnut Tree House. Terrina Barnes, Corporate Fundraiser for the charity has since been in touch and has informed us that the children, and their families, are delighted with the toys and games we donated.

We’re thrilled that thanks to your help, we managed to change children’s lives this Christmas. We will be continuing to support Chestnut Tree House throughout 2013.

Happy New Year from Cube RMS

At Cube Records Management Service, we’d like to take this opportunity to wish you a Happy New Year. We can’t believe it’s 2013 already but when we look back at what we achieved in 2012, it was certainly an action-packed year. We managed to increase our services to offer our record management services in Hong Kong as well as launching a new website and celebrating two special occasions – the Queen’s Diamond Jubilee and the London 2012 Olympic Games.

We’re sure 2013 will prove to be just as fun and busy. Throughout the year we will be offering you a series of special offers, discounts and promotions – check our special offers page regularly to find out more or why not ‘like’ us on Facebook and ‘follow’ us on Twitter to keep track of our latest news.