A retrieval order is a request for one or more items to be retrieved from storage at Iron Mountain.
Iron Mountain Connect Records Management’s Retrieval Order wizard leads you step-by-step through the order process, and ensures that you have entered the appropriate information, provided order details such as priority, carrier and order instructions, and have had opportunities to review the order for accuracy.
NOTE: Use the steps listed below to retrieve records from storage at Iron Mountain. Refer to Entering a Pickup Order to learn how to send records to Iron Mountain for storage.
- Select Records Management | Search, Retrieve. The Search Results screen is displayed.
- Perform a search to find the records you need to retrieve.
- Once the records are displayed on the Search Results screen, you are able to perform the following actions. The permissions set by your system administrator in your user profile determine which actions are available:
- Review box records to verify that it is a box that you need to retrieve from storage at Iron Mountain, and to confirm the files that it contains.
- Review file records to verify that this is a file that you need to retrieve from storage at Iron Mountain.
- Edit box and file records to make any necessary changes to the records and add any additional information that will assist you in retrieving the record at a later date.
- Request an unlisted file to locate a file that is stored in a box and does not have an associated file record.
- Request an unlisted open shelf file to locate a file that is stored on a shelf and does not have an associated file record.
- Request an Image on Demand (IOD) to have a document scanned and delivered electronically as a .pdf file.
- Request an X-ray on Demand (XOD) to have an x-ray study scanned and delivered electronically via PACS.
- Request Digital Delivery to have a file digitized and stored in Iron Mountain InSight.
NOTE: If you do not have access to all of the files in a box, you will not be able to order the box. Contact your system administrator for access-related questions.
- Select the items that you need to retrieve, add them to your cart (see options below) then click the Cart button to access the Retrieval Order Item Cart screen:
- To retrieve a physical box or file, click
- To digitize a file, click
- For a file via Image on Demand (IOD) electronic retrieval, click More
then Request IOD
- For an X-ray on Demand (XOD), click the Action dropdown click More then Request XOD
- To retrieve a physical box or file, click
DIGITAL DELIVERY NOTE:
- Only customers enabled for Digital Delivery via Iron Mountain InSight will see the Digital Delivery option. Enabling Digital Delivery disables IOD functionality; enabling IOD disables Digital Delivery.
- Digital delivery is the DEFAULT retrieval method for enabled customers.
- Digital delivery is limited to files; boxes cannot be digitized.
- Digital Delivery customers who needs to have items delivered physically select CHECKOUT from the Retrieval Method dropdown in the cart.
MULTI-SELECT NOTE: Multi-select functionality is a time-saving feature that enables you to perform an action on multiple records at one time. For example, you can add multiple boxes to the cart at one time, or request an IOD for multiple boxes or files at one time. Multi-select is available for the following:
- Adding boxes and files
- Removing boxes and files
- Requesting unlisted files
- Requesting an IOD
- Requesting an XOD
- Editing boxes and files
To use multi-select:
- Select 2 or more boxes or files that are the same record type (boxes OR files). You can either manually select the records or click the multi-select checkbox located at the left of the Item Type column to select records.
- The multi Action dropdown, located at the top left side of the screen, becomes active as soon as two or more files are selected. Click the multi Action dropdown and select the appropriate action.
- Next, the Retrieval Order wizard leads you step-by-step through the order process:
- Retrieval Order Wizard Step 1: Retrieval Order Cart Items Review the items in your cart, add and remove items, enter instructions that apply to the items and add order information.
- Retrieval Order Wizard Step 2: Retrieval Order Details Review the delivery information that defaults for the items on the order.
- Retrieval Order Wizard Step 3: Retrieval Order Completion Your order is confirmed, and a unique order number is assigned to each type of record on the order. If necessary, view, edit and cancel your completed order from this step in the Retrieval Order wizard.
See Also