Frequently Asked Questions
How do I schedule pickup for new boxes?
Please provide us with a complete records transmittal list, the location of the boxes, and the number of boxes. If boxes are picked up from a location other than your local address, contact TheDataVault to discuss your needs.
How do I make a request for a pickup or delivery?
Call customer service at 502-244-1151 OR Email request to: cs@thedatavault.com, OR Log onto www.thedatavault.com & place request via DOC.
What is DOC and how do I use it?
- Data on command – Free service offered through our website
- View and sort inventory listing, view and print invoices and make service requests
- For initial log-in, please call and speak to a customer service representative
How do I schedule box/file deliveries?
- Please provide us with the barcode/tracking number (as it appears on your transmittal list or inventory listing on DOC) and/or the box or file name of the record requested.
- If you have a file request; consider our Scan on Demand service where the contents of a file are scanned and available for electronic retrieval. This enables any document, any time, anywhere.
How do I schedule returns?
On a pickup of 25 boxes or less, we’ll schedule in the afternoon for a morning call, or the next day for an afternoon call. For over 25 boxes, we’ll schedule a truck within a couple of days. Of course, if there are special needs or schedule requirements, we’ll pull out all stops to meet them.
What if I want to change my authorization list?
- Authorization forms are available at TheDataVault.com under Forms.
- Complete, print and have a current authorized person sign the form.
- Please fax completed form to 502-224-1434.
What are Pre-Assigned Barcode Labels and how do I get them?
- These labels contain account number and barcode with a unique tracking number for assignment of each box. Customers use these to ensure accurate input of inventory and enable quick retrievals.
- By using these labels, there's no need to give a box number; a box is able to be retrieved by the barcode/tracking number. This prevents duplicating box numbers.
- Pre-assigned labels allow boxes to be inventoried quickly in the event that you need to retrieve a box/file right away.
- Call or email your request for labels to Customer Service.
How do I access my files imaged by The Data Vault?
- Log onto TheDataVault.com.
- Click on Document Imaging.
- Click on Image Projects/Log In.
- Once you have entered your user name and password, all scanned files are available for viewing.
What if I need to add a file or document to a box that is at TheDataVault?
This is what we call an Interfile. Files can be added to a box or individual document can be added to a box OR an individual document can be added to a file already in a box. Simply provide us with a box number and file information.
How can I get help creating or polishing our Records Management Program?
Your account executive can marshal the resources to help you manage business information efficiently and professionally.
