Some Simple Answers to Your Archiving Questions

At Cube Records Management Services HK, 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 29142200

Preparing Files of Archiving

October is generally quite a quiet time of year for most businesses. 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 Hong Kong.

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 29142200.

How we differ from other records management companies

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.

Preparing Paper Documents for Archiving

When the time comes 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 or call us today.

We can create a bespoke service for everyone

Professional record management is not limited to the big companies, but to self employed people and individual clients as well. At Cube RMS, we offer services to store and back up your records and computer data. We can collect them from your office or home, transfer your data to our secure sites, and provide a retrieval service to suit your requirements. For more, take a look at our website and don’t hesitate to get in touch: http://www.cuberms.hk/record-management/

We have Professional and Experienced Staff to Handle Your Records

Storing your data and documents off site is a sensible move. It gives your data a proper backup and protects against fraud. But first of all, you need to find a reputable company that provides professional and secure services. That’s why you should go for Cube RMS. We not only have experienced and trust worthy staff to handle your records, our facilities are secure and CCTV monitored too. By choosing us, you can be assured that your records are properly managed and protected:http://www.cuberms.hk/record-management/document-security

Our Scan-back System…

Storing documents and data offsite may not be a conventional way to keep company records. Some people even think it’s inconvenient when it comes to getting access to data they urgently need. In reality, it is quite the opposite. Whether your office is out of town or you work from home, you can still get access to your information easily. Our scan-back system allows you to request a document online, and our members of staff can then scan and send the requested records to you directly. For more, click here: http://www.cuberms.hk/record-management/document-scanning-and-retrieval/