What services do you provide?
We provide a fully managed archiving service which includes the following:
- Document storage – storage of hard copy files, paper and boxes. We can manage individual files or boxes depending on your requirements.
- Magnetic Media Storage – storage of all types of magnetic media including backup tapes, disks and hard drives. All items are stored within a fire proof vault located in the facility offering 2 hours of fire protection. We provide delivery of your media as per your back up rotation.
- Document Shredding – Following your retention schedule you can request items to be confidentially destroyed. Only items authorised by you are shredded.
- Document Scanning – All types of paper and media are digitally converted into electronic form.
- Scan on demand - Hard copy items can be sent to you electronically via this service, you let us know what you are looking for, we will scan the hard copy and email it to you direct.
What is your pricing structure, and how is it applied?
- Document Storage - the storage pricing is based on a "per box" rate; pricing levels are also based on volume.
- Media Storage - the storage pricing is based per tape/item per week; pricing levels are also based on volume.
- Document Shredding pricing is based on volume i.e. box or bag.
- Document Scanning pricing is based on volume.
Will we lose control of our paper records?
No, on request Cube Datastore can continually update you with the status of your archiving in the form of reports which are supplied at no additional cost. You choose the level of detail you require. If you choose to control your records database through our website, you have all the information at your finger tips. We also have the information backed-up in our computer network system which is backed up daily.
Will our records be kept together in one area?
No, we put your data in the first available empty space within the facility. Our bar code tracking system insures that your information is located at the touch of a button. This also provides you with an additional level of security as your data is not stored exclusively in one area.
Does Cube Datastore stay current with technological advances in the archive management field?
Yes. Our records software, from O'Neil Software, is the best in the industry and is continually updated to maintain that position. Our Scan on Demand, document imaging, and disaster recovery services are periodically reviewed to incorporate new ideas and improve our service.
How much space can we have?
Cube Datastore can provide all the storage space that you require and much more. We have plenty of room for expansion.
How are my boxes identified in such a large warehouse?
Each box is given a unique barcode and each box is scanned into a location in the warehouse which is also bar-coded. Our records software from O'Neil Software tells us the exact location on the shelf so the box can be accessed easily and quickly.
Can we use our own archiving boxes for storage?
Yes you can use your own boxes for storage but we strongly advise that you use our boxes as much as possible. Our boxes are built from a strong durable cardboard which has a longer shelf life than the majority of stationary bought archiving boxes. If you would like a quote for storage of a non Cube Datastore archive box please take note of the measurements of the box so we can provide the most accurate rate.
Request a quote
How do I prepare boxes to go into storage?
All boxes are supplied in flat pack form along with preprinted box labels. You will affix the labels to your boxes keeping a record of the box barcode and the box reference on an excel spreadsheet. Please stick the barcode horizontally on the shorter side of the box. Once your archiving is complete contact Cube Datastore to arrange an uplift.
Do you have a pickup and delivery service? How quickly can I get information delivered to our facility when it is needed?
Yes, Cube Datastore provides a fully managed service. During working hours we can get your data delivered to your office within 2 hours. We offer 3 delivery tariffs.
- Next day delivery - we will deliver your data anytime the following day before 1730hours.
- Standard delivery - we will deliver your data within 4 hours from receipt of your written request.
- Express delivery - we will deliver your data within 2 hours* from receipt of your request.
We also offer daily delivery should you require a more frequent service or require a media uplift and deposit on a regular basis. Out with working hours a senior member of personnel is on call 24 hours a day, seven days a week to deliver your data to you within 4 working hours*.
Can I collect the data in person?
If you would like to collect your data in person we require written notice 2 hours in advance and ask that whoever is collecting your data can provide a valid form of identification on arrival.
Can anyone from my organisation make requests on our account?
For security purposes, we give you the option of completing an ‘authorisation form’ which lists personnel who are authorised to move data on your account. No one else will be allowed access to your data. Requests can be made through our website, by fax or by email. If you are not requesting items through our website we require all items to be requested in writing. Please see our Contact Us page for details of where to make requests to.
Do we get a computer listing of our records and do you barcode?
At anytime you can request a list of your boxes to be emailed to you for your reference. We can send you a list for new, all or a selection of boxes depending on your requirements. If you have access to your archive via RS Web you can access your inventory via our web-site.
Can you destroy boxes?
When you are ready for your data to be withdrawn we ask that you email us a spreadsheet detailing the list of boxes. We will then send you a confirmed list prior to the physical destruction which we will ask for you to review and sign off. Once the documents are destroyed we will supply you with a destruction certificate to ensure that you are complying with the Data Protection act.
What happens to the destroyed paper? Do you have an environmental policy?
All waste paper is recycled and made into alternative paper products. In line with our environmental policy we are fully committed to the recycling of all waste products including, paper cardboard, plastic and glass. Our own archiving boxes are made from 80% recycled paper.
*EH location only
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