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.