RECORDS MANAGEMENT
We understand that employee salaries and office space, especially in this metropolitan area, are probably your 2 most costly expenses. Most companies are outsourcing their record storage and management needs because they realize a significant savings but with better control. Our clients will reduce their cost to maintain and store inactive documents by up to 60 percent on average. If your files are active or inactive, NDX provides the ideal records management solution at competitive rates while charging your company only for the cubic space occupied by your records.
We can assist you in organizing, boxing, and moving your records to our facility or we can take care of the process entirely so you do not waste valuable labor.
PLEASE CONTACT US IF YOU WOULD LIKE ASSISTANCE:
- Using office & storage space more efficiently
- Managing your vital information effectively and in regulatory compliance
- Organizing & indexing your files on-line
- Keeping your records more secure & protected
- Maintaining client or patient confidentiality
- Shredding documents securely
For NEW Clients
We don't just store your files. We simplify the intricacies of records management while saving your business time, money and headaches. We listen to understand what your needs are to fully execute a strategy that works best for your company. We realize that this will be a long-term partnership so we want to ensure that you fully understand the entire process and procedures. We will walk you through this process by educating and training our new customers on how to use our services and software. If you would like, you can keep your current box numbering system. We can show you how to index your own files, how to request a file or pick-up, how to authorize destruction of a file... and just about anything else which you may need assistance. At your request we offer onsite training programs designed to educate large numbers of your staff on different procedures. We never forget that our success depends upon your success.
ARE YOU COMPLIANT WITH RECENT LAWS such as Sarbanes-Oxley Act of 2002?
Receiving New Items
Our custom-designed software and state-of-the-art computer system lets us accommodate your specific needs and requirements, whatever they may be. Each inventory item is assigned a barcode and is scanned into our computer system as soon as it arrives at our storage facility. Once we have your data in our system, we can track your inventory items in any of the following ways:
- box or contents
- customer code (account number)
- department and/or cost center number
- customer-assigned box number (up to 12 characters)
- customer-assigned box descriptions (3 lines of up to 40 characters each)
- customer-assigned content descriptions (individual file or policy listings – up to 99 lines of 40 characters each)
- receipt date
- destruction date
- barcode (container) number
- box type (size)
- media type
OTHER SERVICES WE PROVIDE:
- Special projects
- File room moves
- Destruction scheduled service
- Records retention
Special Project Management and Hourly Labor Services
If you need extra help or outside expertise, we’re there for you to offer experienced solutions at cost effective rates. NDX’s experienced staff can assist with any special records project you might have to help organize your existing file room, assist in moving your files, re-index files, purge your old records, or assist you in any other capacity to organize your records.
File Room Moves
Do you need help relocating your records; files, medical charts, x-rays, boxes, etc. from one room to another, within the same building, or to a different building all together? NDX Archives will track your records through the entire process while enabling access to your information at all times in case it is needed.
Destruction Scheduled Service
Destruction Scheduled Service is based on your requirements and volume. NDX will place lockable destruction bins throughout your business at no charge. Simply deposit confidential documents and electronic media into the bins and we’ll take it from there. The contents are taken to our secure facility where your documents are destroyed following strict guidelines and then we issue a Certificate of Destruction.
Records Retention Services
NDX works with you to establish and maintain an accurate and cost-effective retention scheduling program. It's critical that you don’t destroy documents too soon, or store them too long, thus reducing legal liability and costs. NDX keeps track of this throughout the entire process to reduce your liability and legal exposure.
RECORDS MANAGEMENT GLOSSARY:
Accession: is the initial receiving, tracking, and placement of new files or boxes for storage on our racks/shelves.
Retrieval: is the process of accessing and tracking a file or box from a shelf location (or to search for or access an item within a container) in preparation for delivery, access, or other service.
Re-Files: “Re-Filing” occurs when you are returning a file or box, previously Retrieved, to a shelf location or to a location within a container or other holding area.
Document Destruction: Destruction of any media and its transfer to a processing plant, tracking these items as “Destroyed,” and the issuance of a Certificate of Destruction.
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