Creating an Advanced Search

Advanced Search is a tool that enables you to easily build a complex, custom search that you refine and tailor to your precise needs. It provides custom capabilities that surpass the functionality available in basic search.

In Advanced Search, the organizational search filters (Customer, Division and Department), Status and File Group filters have multi-select capabilities that enable you to select and search for one, all or multiple entries in the same field.

You can use the search filters alone or with up to five search criteria, which are custom queries that you build using rules, operators and field values. Iron Mountain Connect Records Management makes building search criteria easy.

Select Advanced Search from the Search Tools dropdown located at the top of the left-side search bar. The Advanced Search screen opens.
Set your search filters. Use as many or as few of the search filters as necessary:

NOTE: Your system security settings determine whether the three Record Type options below are available. For example, if you do not have the ability to view file details, All and Files” are disabled.

Select the type of record that you wish to include in your search:
- All
- Boxes
- Files
To view only box records or file records, click the box or file radio button. If your company does not list files, your search results won’t contain files If your company uses open shelf file storage, your search results won’t contain boxes.

NOTE: If you limit your search to only file records, only file metadata columns are available to include in the column display. If you limit your search to only boxes, only box metadata columns are available to include in the column display. If you include both files and boxes in your search, both box and file columns will be available to select.

NOTE: Customer, Division and Department fields contain type-ahead functionality. Begin typing to filter and display all matching entries.

Iron Mountain Connect Records Management defaults to include records from inactive customers, divisions and departments in an advanced search. Inactive organizations are able to view inventory, and research and retrieve records, but cannot transact orders. Deselect the Include Inactive checkbox to exclude records from inactive organizations from your advanced search results.
If you wish to search by customer, select one or more customers from the Customer dropdown. Leave this field set to All to include all customers in your search. Only customers to whom you have been granted organizational access by your system administrator are available in the dropdown list.

NOTE: Selecting multiple customers disables the Division and Department fields and Iron Mountain Connect Records Management searches only the customer level. Selecting multiple divisions disables the Department field, and Iron Mountain Connect Records Management searches only the customer and division levels.

If you selected a customer that is division-enabled, the Division dropdown will be available. Select a division to limit the search to records that belong to only that division.
If you selected a customer and/or division that is department-enabled, the Department search field will be available. Select one or more departments to limit the search to records that belong to only those departments.

NOTE: Select the Invalid Department checkbox available from the Department dropdown to include assets not assigned to a valid department in your search results. You must search for valid and invalid departments separately.

Search by the Record Status:

- All
- At Iron Mountain
- Checked Out from Iron Mountain
- Destroyed
- Permanently Removed from Iron Mountain
- Not at Iron Mountain
- Requested; Researching

Leave this field set to All to include all statuses in your search. Refer to Record Statuses for more detailed information on each of these statuses.

If you use file groups to sequence files stored at Iron Mountain on an open shelf, File Group will be enabled. Select the groupings that you wish to include in your search.
Enter up to five search criteria. If your export your search results, the criteria will be included:

Field + Rule + Value = Search Criteria

You must select a field and a rule, and enter a value in order to run the advanced search. Iron Mountain Connect Records Management cannot search on a partially completed line of criteria.

Select a Field to be searched. Your Record Type setting determines which Fields are available. If you set Record Type to File, only file metadata fields are available. If you set it to Box, only box metadata fields are available. If you included both files and boxes in your search, both box and file fields will be available.
Select a Rule to apply logic to the Field to narrow the search. The Field you selected determines which rules are available. Iron Mountain Connect Records Management displays only the rules applicable to the field that you selected.

NOTE: If you select Is Blank as the rule, the Value field is automatically greyed out to prevent entry.

Type in the Value that will be searched. You can use the wildcard (*) and the either/or (,) search operators in the Value field to further tailor the search.
If necessary, click Add and select an Operator to join other criteria to this one. You can add up to five total search criteria. When you join criteria, consider how the operator will interrelate with the criteria:
- And: find records containing all criteria
- Or: find records containing any criteria
- Not: exclude records from the search

NOTE: Your advanced search settings are retained during your user session; they are reset to the default settings when you log out. Iron Mountain Connect Records Management displays a link on the Search Results screen that enables you to easily return to your advanced search settings (link to Editing Your Advanced Search Settings).

Click Search or . Your search results are displayed.

Resetting Your Advanced Search

WHen you are ready to start a new advanced search, click Reset to reset all settings on the entire Advanced Search screen, including the filter fields and the search criteria.

Retrieval Orders

Entering a Retrieval Order