A Confidential Christmas

With Christmas decorations, festive songs, school Christmas shows and presents to wrap, it is easy to get caught up in the spirit of Christmas. Many people consider Christmas as a time for giving, but what if you are giving away your confidential information as well as cards and gifts?

With more and more people falling victim to identity theft, it is important that you try and do all you can to protect yourself, your family and your business from falling victim too.

Secure Storage And Shredding

Avoid leaving confidential documents lying around – keep them stored in a secure location and if possible keep a record of what you are storing. If you remove documents from this location, ensure they are returned once you have finished with them. Keep an eye on bank statements/online accounts and report any unusual or incorrect transactions. If you are having an “open house” over Christmas, ensure your confidential files are stored out of sight.

Criminals can easily build a picture of you (and steal your identity) from documents such as bank statements, so if you are disposing of any “identity sensitive” paperwork, ensure it is shredded rather than simply torn up and thrown away with general waste.

Check Websites And Passwords

With many of us using computers for work and leisure, online identity theft is on the increase. When browsing the internet, especially if making Christmas present purchases online, ensure the website is secure (look for the https at the beginning of the website link and a padlock symbol in the browser window frame).

Email and social media accounts are often hacked when passwords are “weak” e.g. birthdays or names. Ensure your passwords are as strong as possible, using combinations of capital letters, numbers and lowercase letters. Although it is tempting to write your passwords or PINs down, consider what could happen if those details fell into the wrong hands.

If you are concerned about your confidentiality this Christmas, contact Cube Records Management Services to find out how we can help you. 

Christmas Office Clearout

With December soon to be upon us, lots of offices will be putting up decorations to create a festive working environment during the build up to Christmas.

However, when it comes to taking them down, should it only be the decorations that we tidy away? Take a moment to look around your office. Is your office a welcoming environment? Are work spaces tidy? Are your documents and files stored neatly?

With many businesses winding down over the Christmas period, why not take an opportunity to have a good Christmas Office Clearout?

Take time to sort through your office files and documentation. Are they stored neatly? What provisions are in place for protecting confidential documents? Should confidential files be left on office desks?   

If you have documents to dispose of, ensure they are disposed of correctly. Confidential waste should not be thrown out with regular waste. To avoid risking the security of your data, ensure confidential files that are no longer required are shredded and put in confidential waste sacks.  

Taking the time to have a good office clearout prior to the Christmas break will enable you to return after Christmas to a clearer and smoother running office environment.

Will you be having an office clearout this Christmas?

Business Space Saving

As businesses grow, our offices become filled with more documents and records. Often the temptation is to look for a bigger office, but this isn't always feasible - particularly if suitable premises in desired areas are not available or out of price range. 

An alternative to relocation is Cube Records Management Services (Cube RMS). Our secure, state of the art facility offers advanced protection for your data, documents, records and media. 

With 24 hour access 7 days a week through an on-line portal, each client is able to have all the benefits of off-site storage without losing contact with the data when they need it.

So before considering moving your business to make more space - why not consider Cube RMS for your secure, offsite document storage needs? 

Document Security

At home, we often have a "secret place" to store away our important documents such as passports and birth certificates. In offices, documents relating to clients and the company are also stored safely, but can we guarantee 100% security?

Our previous blog post "5 Reasons To Outsource Your Document Storage" raised some good points regarding data management and security, and that is why Cube Records Management Services (RMS) may be the perfect solution for your company's document storage needs.

Cube Records Management Services - what do we do?

At Cube RMS we understand and recognise the cost and time involved in managing your records. For these reasons we offer you a simple and secure means of storing your business  information.

Collection: We collect your documents, cartons, files or electronic media and transport them securely. Your records are then stored in our specialist record

storage facility.


Security: Your records are secured, with strict access control and admission from vetted staff members only.


Tracking: To make tracking easy, we give each record its own unique reference label and enter it into our online database.


Access: You can request access to a record via our online system 24/7.


Retrieving Your Records: We offer a next day or emergency retrieval service for all of your archived records.

Record Disposal: We can shred, recycle or destroy the items upon request should you need to dispose of your records.



Visit our website www.cuberms.com for more details, contact us via our online form, or give a member of our friendly team a call on 0800 027 2668.

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.