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:, OR Log onto & 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 under Forms.

Complete, print and have a current authorized person sign the form.

Please fax completed form to 502-244-1434.

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

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.

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