Use this functionality to add a new file to a box that you have used this application to create, but that has not yet been sent to Iron Mountain storage.
NOTE: File screens were intentionally designed with the buttons at the top to alert users that they are working on files, rather than boxes.
- Select Records Management | Pickups, Add Records | Pickup List (Add Records). The Pickup List screen opens.
- Click the Action dropdown to the right of the box to which you need to add files and select Add Files from the dropdown list. The New File screen opens.
NOTE: You are also able to add new files to a new box while using the View Box functionality.
- The customer, division, department and SKP Barcode assigned to the box automatically default onto the file. Your organization’s data entry requirements determine which fields are displayed and required when you create a file.
NOTE: When you create a file, the organizational structure defaults from the box. If your organization is division- and/or department-enabled and you have the proper permission, you are able to update the file's division and/or department.
- To create a custom data entry layout that the application will retain from session to session, click Customize Layout.
- Enter metadata to identify this file should you need locate and retrieve it from storage. You must enter data in the required fields, marked with red asterisks (*).
- You are required to enter a value into the Key Identifier for files which can be SKP Barcode or File Descriptions 1 – 6. The value you enter here will display on the File Details screen, the Item step of the retrieval order cart, on order confirmation emails and on the Order Info tab screen in the Track Orders selection.
- Lock fields to retain the data in the field for use in subsequently added records, click Lock.
- To edit a locked field, click Unlock.
- To find a value for a field, click on the dropdown selector
or the calendar icon 
, and then select a value.
- Enter optional destruction data (because files are typically destroyed as part of a whole box, the information that you enter in the following fields is for your use only, it does not trigger notification or destruction):
- Save the file. New files are displayed on the pickup list in descending order based on entry date and time. Iron Mountain Connect Records Management automatically assigns a status of New to new files added to new boxes.
- Click Save File & Close to save this file and return to the Pickup List screen where the file is displayed below the box in which it is contained.
- Click Save & Add Another File to continue creating additional files inside the same box.
NOTE: If a field contains invalid data, or if a required field is blank, the field will be highlighted when you try to add the record. Correct your entry, and then click Add Record.
See Also