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 H.K., 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.

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 Christmas. The first week of 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.

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 national requirements?
• 24 hour digital CCTV that covers all areas and that is monitored and recorded?
• High perimeter fences surrounding a stand-alone premises?
• Smoke detection in all storage areas?
• A four hour fire rated deed store?
• A three phase generator and power change-over protection in case of electricity failure?
• Fire and intruder alarm systems?
• 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 H.K., we have all of these features in place in our state of the art facility. We welcome you to come on our premises tour or contact us for further information on any of our services.

Five Ways Cube Record Management Services Can Make Your Life Easier

Life’s difficult enough without added hassle so at Cube Record Management Services H.K. 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 H.K., 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.

*Terms & Conditions Apply

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/

Time to De-Clutter the Office?

It’s been a long time since you got round to clearing the clutter from your office. Perhaps it’s time to make the same effort again before it gets too much to tackle. By doing this, you will not only get to clear a mountain of clutter, but will know what records are where. To assist you to do your job properly, we at Cube RMS offer a confidential record shredding and destruction service, as well as organising your duplicated or unwanted computer data. To make your work place more manageable, check out our website or get in touch with us today: http://www.cuberms.hk/record-management/secure-document-destruction-and-shredding

Keep Your Records Safe with Cube RMS

If you have just set up a new company but are looking for a more permanent office; or you are having an expansion and will move in the near future; then Cube RMS is your next port of call. We suggest you make a detailed record management plan to avoid unnecessary headaches. The best solution is to store your documents and important data in our storage facilities today. By doing this, you can save yourself from having to move them around. For more details about our professional and efficient service, contact us or take a look at our website: http://www.cuberms.hk/en/

Website Update

You might have noticed that we have refreshed our website. Learn more about what this means for you and to tell us what you think.

We are also striving to ensure that we give you the best experience, which is why we have recently refreshed our website. Now you can easily:

    Find us on twitter, facebook and linked in
    Subscribe to our blog via RSS
    Subscribe to our newsletter
    Share our pages

If you have any comments on our new features we would love to hear your opinion – please contact us with your thoughts.

Backup your data and records with us

Many firms and organisations still believe that it is safer and more convenient to store records and data in ordinary cabinets on their premises. Such an approach is not only out of date, but offers poor security too. Storing records offsite with a proper backup plan is a more sensible thing to do. Should a disaster occur, such as a fire, typhoon, or vandalism, your data could be easily retrieved and restored. Contact us today for a record management solution.

You are in safe hands with Cube RMS

At Cube RMS, storing your company data efficiently is paramount. Of course, providing a secure facility for your records is equally important. That’s why we are eager to offer you a safe environment for your documents and data. Our well-equipped rooms, which are located in Tsuen Wan, come with intruder and fire alarms, as well as 24 hour CCTV security system. By choosing us to manage your records, you are in safe hands. For more on our protection features, click here:http://www.cuberms.hk/record-management/document-security/

Restore Your Working Efficiency…

An office packed full of clutter and documents is often considered to be inefficient and disorganised. In such working condition, you can’t expect your staff to be productive too. If you fall into this category, it’s time to call in our experts to help. At Cube RMS, we can collect your documents and digital data and store them in our secure facilities. If needed, you can request access to a record via our 24 hours online system. To restore your efficiency, contact us today: 29142200

Let us Help You get Organised…

In the new tax year, it’s time to get organised especially you are a self employed property landlord. According to the Hong Kong Inland Revenue, as an owner of property you need to keep records of rents, lease agreements and rental income for at least seven years. For those who have many properties, it can be challenging to keep track of all the documents and related paper work. By using our records management service at Cube RMS, you can duplicate, store and track your records in a safe and properly managed environment. Should you need to request access to a record, our 24/7 online system is only one click away

We Understand the Importance of keeping your items Safe

When choosing a record management company, safety is a priority for most people. At Cube RMS, we not only provide an effective record management solution, but also offer a safe environment for your important data and documents. Our rooms are equipped with 24 hour CCTV security system, as well as intruder and fire alarms to protect your valuables. For more protection features see: Document Security

Join Cube Records Management Service for our Olympic Twitter Race

We were delighted with the recent London 2012 Olympics opening ceremony. We loved the way the UK was portrayed as an ‘environmentally friendly and pleasant land’ and then the show took you through to the industrial revolution, the advent of the NHS and then through to the way the internet has changed our lives.

We are also thrilled with the current collection of achievements and medals of Team GB too, but also the effort that the Hong Kong Athletes are demonstrating so we thought that we’d bring our customers a little excitement in the form of the great Cube Records Management Service Olympic Twitter Race

‘Follow’ us on Twitter and watch out for the start of the race. When you see the race begin, the first person that messages us to say that ‘Cube Records Management Service is a gold medal winner’ will win a day’s free consultancy*.

The Cube Records Management Service Team

*Terms and conditions apply