FAQs (Frequently Asked Questions)

Why should I store my files at NDX vs. keeping them in my office?
Why shouldn't I just keep my file boxes in a self storage facility?
What is the cost to store my files?
How secure are my files at NDX Archives?
How do you know where my files are located?
Are all my files kept in the same place in your facility?
How do I request files?
Who can request files/boxes?
How soon can I get my files?
Do I have to retrieve the whole box or can I retrieve individual files?
Can I come to your office to pick up a file or look through several boxes to find a file?
Am I too small? Is there a minimum number of boxes I need to store?
Why should I care about records management, especially if I'm a small company?
What is a records retention plan?
Why use NDX Archives over other storage companies?
What if I'm already storing files with another company?
I have all these record boxes at my office. How do I get started?
Will you store the boxes I already have or do I need to use NDX boxes?
What if my files are not in boxes?
How quickly can I move my records into storage?
Will I receive a list of the records I have at NDX Archives?
What does a transmittal sheet look like?
Which files should I keep in my office and which should I send to storage?
How should I prepare boxes and files for storage?
What is InfoKeeper?
What does InfoKeeper allow me to do?
Is InfoKeeper secure?
Does NDX Archives provide offsite storage for data files and other media?
Does NDX Archives provide destruction (shredding) services?
How does shredding work?
Is shredding secure?

FAQ Answers:
Why should I store my files at NDX vs. keeping them in my office?   Office space is much more costly than keeping your records at NDX Archives. And when you factor in the productivity of employees using that space versus using it to store boxes, you'll make your business even more profitable. NDX Archives can help you become more organized by implementing a records management system. Every file box in our facility is barcoded and recorded into our system so you'll always know what you have and it will be easily accessible. Lastly, storing records with NDX improves the level of security for your files, reduces your risk of litigation over lost files and provides you with off-site disaster recovery.

Why shouldn't I just keep my file boxes in a self storage facility?  NDX Archives costs an average of 35% less than keeping boxes in self storage. Additionally, your files will be organized and your employees more productive. When asked to retrieve a file from a storage facility, the average employee takes an hour to leave the office, search for a file and return to the office. NDX Archives can return your file to you for a fraction of the cost. Better yet, we help you stay organized, so you can always get the file you need. Lastly, we can help implement a records retention plan and destroy unneeded files. So, no more paying to store files you no longer need!

What is the cost to store my files?  Pricing depends on the amount and size of your boxes. NDX Archives provides the most competitive pricing at the highest service levels in the market. Please email or call NDX at 410-744-5111 for an estimate.

How secure are my files at NDX Archives?  NDX provides many layers of security. Your files are transported in unmarked vehicles by drives with cell phones. The climate controlled NDX facility is located within a fenced lot, is monitored 24x7 for fire and security and is equipped with limited card access and cameras. All file boxes are marked only with anonymous barcode labels which are tracked through our system. File retrievals can only be made by employees designated by you, with passwords created by you.

How do you know where my files are located?  Every file box brought into the NDX Facility receives a barcode label which is recorded into our system and tracked through the life of the file. The use of these barcodes allows NDX to track the movement and location of each file. Every time a file is accessed or moved, the file box is scanned, providing a date, time, location and the name of the employee working with the file.

Are all my files kept in the same place in your facility?  No, for security and efficiency purposes, your files are placed into the next available spaces in the facility and tracked by the barcode labels on each box and on the racks throughout the facility.

How do I request files?  Depending on the software options you choose, you can call, e-mail or make requests on-line.

Who can request files/boxes?  Only those employees designated by you can request retrievals. Everyone on this designated list will also be provided a confidential password which must be used when requesting files/boxes.

How soon can I get my files?  Our standard delivery time is by 10:30 AM next business day if you call us for a retrieval by 5:30pm the day before. Of course, we also provide same day access to your records for those critical requests and can fax individual files as well.

Do I have to retrieve the whole box or can I retrieve individual files?   You have the option of requesting either an entire box or an individual file from a box. Most customers request individual files, which are pulled, placed into sealed envelopes and delivered to their office.

Can I come to your office to pick up a file or look through several boxes to find a file?   Yes, we'd love to see you. We're conveniently located in Catonsville, MD on the southwest side of the Baltimore beltway. Just call ahead and we'll have the file waiting for you or you can make yourself at home in our customer work area where we'll retrieve the boxes you want to see.

Am I too small? Is there a minimum number of boxes I need to store?   No. Customers who have less than 150 boxes pay only a small minimum monthly fee. And if you plan on growing your business, it's much better to start with a records management plan now, before your number of files gets out of control!

Why should I care about Records Management, especially if I'm a small company?   Next to your employees, information is your most valuable asset. As your business grows, you open yourself up to the loss of important data and possible compliance issues if you haven't implemented proper procedures or a Records Information Plan (RIM).

What is a records retention plan?  When beginning to store with NDX Archives, we'll work with you to determine the necessary life span for your records. We recommend that each file/box be dated so that you won't pay to store files past their useful life. Additionally, a consistent retention plan will protect you from future litigation.

Why use NDX Archives over other storage companies?   Our 19 years of proven experience provides you with the solutions you need. Our skilled, friendly team and local ownership guarantees you the highest level of customer service. And our focus on efficiency saves you money. Call us and we'll gladly walk you through your options with no obligations.

What if I'm already storing files with another company?   Often customers want to switch from another company, but feel they have no options because of expensive "hostage fees." NDX has worked with many of these customers to move their files without having endure financial burdens. The switch to NDX allows them to receive better service while saving money over the course of the contract.

I have all these record boxes at my office. How do I get started?   Once a contract is signed, NDX will provide you with numbered bar code labels and box transmittal forms. (We also provide you with boxes if necessary)  You attach bar code labels onto boxes and record the bar code number with the corresponding box or file information onto the transmittal sheet. If you don't have the time to do it yourself, NDX offers file indexing services. Either way, when you're ready, we will pick up your boxes and transport them to the NDX facility where they'll be received, recorded into our system and stored. NDX provides you with a verified inventory listing the bar code numbers and corresponding descriptions of the boxes you now have in storage. Your records will then be available upon request.

Will you store the boxes I already have or do I need to use NDX boxes?   NDX will store your files in the boxes you're already using, as long as they're "industry standard" sized. We'll simply place a barcode label on them so they'll be easily identified and place them into storage. If your boxes aren't standard or are in poor condition, we can replace them with NDX Archives boxes.

What if my files are not in boxes?   If you'd like, you can place your files in boxes we provide and you then record the information onto a file transmittal sheet. NDX can also box up your files and record them onto transmittal sheets for you.

How quickly can I move my records into storage?   Once notified that you're ready, NDX can pick up your files within a matter of days.

Will I receive a list of the records I have at NDX Archives?   Yes, when we add the initial files to storage, we will provide you with a complete inventory. Every time new records are received, the existing list is updated and provided back to you.

What does a transmittal sheet look like?   Transmittal sheets are simply charts to record your record information and corresponding bar code labels. These are in Microsoft Word format and can be easily altered to include field names for your specific industry. For an example, go to our 'FORMS' page and select one of our transmittals.

Which files should I keep in my office and which should I send to storage?   There's no definitive answer, but a good guideline is to keep "Active" files, which are used on a weekly basis, in your office. "Semi-active" (used monthly) and "Inactive" (less than monthly) files should be added to storage where they won't take up valuable office space.

How should I prepare boxes and files for storage?  
Pack each archive box:
Determine record type (based on department, function, etc.)
Determine appropriate retention/destroy dates
Label box w/record type and alpha, numeric, or date ranges (see below)
Determine if box can be described in one line or whether each file will require a line
of description
Apply box bar-code label from NDX Archives
Capture information on transmittal form or in InfoKeeper™ (see example below)
Do not over-stuff boxes

When considering what level of indexing to be done, you should keep the following in mind: