User Permissions

Set the following user permissions to give access to Iron Mountain Connect Records Management functionality:

General

Permission

Functionality

Search for records

User is able to access Search, Retrieve and use the search functionality to locate records stored at Iron Mountain.Cannot contain special characters

Must begin with a letterUnU

Service Options

Permission	Functionality
Order image on demand	User is able to request an electronic copy of documents from files, unlisted files and unlisted open shelf files stored at Iron Mountain. Request IOD action is available from the Search Results screen and as a delivery method from within the retrieval cart.Unique, alphanumeric username Cannot be changed after it has been savedCannot contain special charactersMust begin with a letterUnU
Order x-ray on demand	User is able to request electronic copy of x-ray studies from files, unlisted files and unlisted open shelf files stored at Iron Mountain. Request XOD action is available from the Search Results screen and as a delivery method from within the retrieval cart.
Pickup order list workflow	User is able to select specific boxes to place on a pickup order (Site validation functionality). User has access to Pickup List (Add Records) but does not have access to Quick Pickup Order.
Destruction order	User is able to create a destruction order to destroy boxes that are stored at Iron Mountain. Only the Iron Mountain Setup team can enable this permission. If a user changes roles, this permission must be reset by the Iron Mountain Setup team; it cannot be retained.
Check boxes out	User is able to create a retrieval order to check out boxes that are stored at Iron Mountain. Checkout delivery method is available for boxes from within the Search Results and Box Details screens and from within the retrieval cart. Add to Cart option is available from Search Results and Box Details screens.
Check files out	User is able to create a retrieval order to check out files that are stored at Iron Mountain. Checkout delivery method is available for files from within the Search Results and File Details screens and from within the retrieval cart. Add to Cart option is available from Search Results and File Details screens.
Order unlisted files	User is able to request unlisted files that are stored at Iron Mountain. Request Unlisted File action is available from the Search Results screen.
Order copies of records	User is able to request photocopies of files to be delivered as specified on the order. User can select Photocopy delivery method for files from within the retrieval cart
Order fax transmissions of records	User is able to request copies of the files be sent via facsimile transmission. User can select Fax and Fax & Checkout delivery methods for files from within the retrieval cart.
Order pickup service	User is able to access Quick Pickup Order or Pickup List (Add Records) to create a pickup order for new records or for returning (refile) records that will be stored at Iron Mountain.
Order supplies	User is able to access Order Supplies and order supplies from Iron Mountain.
Permanently remove boxes from storage	User is able to select Permanently Withdraw as the delivery method for boxes during the Items step of a retrieval order and from within the retrieval cart. Boxes that a user permanently withdraws will not be returned (refiled) to Iron Mountain.
Permanently remove files from storage	User is able to select Permanently Withdraw as the delivery method for files during the Items step of a retrieval order and from within the retrieval cart.

Service Level Options

Permission

Functionality

Premium service half day

User is able to select half-day retrieval service as a shipping priority in the Details step when placing retrieval, pickup and supply orders.

NOTE: Service levels are also dependent on the level set for the customer in SafeKeeperPLUS™Cannot contain special charactersMust begin with a letterUnU

Premium service rush

User is able to select rush retrieval service as a shipping priority in the details step when placing retrieval, pickup and supply orders.

NOTE: Service levels are also dependent on the level set for the customer in SafeKeeperPLUS™

Order Inquiry

Permission

Functionality

Track Order

User is able to track retrieval, pickup and supply orders from within Track Orders.

Cannot be changed after it has been savedCannot contain special charactersMust begin with a letterUnU

Update any user’s order

From within Track Orders and from within the order details screen, user is able to cancel orders that were placed by other users and that have a status of Submitted for Processing status or On Hold.

Records Data Management

Permission	Functionality
Edit box metadata	User is able to edit fields other than division and department on boxes stored at Iron Mountain.
Edit box organizational data	User is able to edit the division and department on boxes stored at Iron Mountain.
Edit box retention data	User is able to edit an asset’s retention data from within the Box Details screen in Search, Retrieve including Record Code, Destruction Indicator, Destruction Eligibility Period and Destruction Date.
Create box record	User is able to create boxes from within Pickup List (Add Records).
Edit file metadata	User is able to edit fields other than division and department on files stored at Iron Mountain.
Edit file organizational data	User is able to edit the division and department on files stored at Iron Mountain.
Create file record	User is able to create files from within Pickup List (Add Records).
Enforce refile box metadata completion	User is required to enter missing, required metadata on boxes and files when editing them within Search, Retrieve, and before adding a returning (refile) box onto a Pickup List (Site validation functionality).
Apply hold codes to records	User is able to apply hold codes directly to records from within the Box Details screen in Search, Retrieve.
Remove hold codes from records	User is able to remove hold codes applied directly to records from within the Box Details screen in Search, Retrieve.
View box record details	User is able to view the box details tab screen and is able to select box record columns to display on the Search Results screen. If this permission is not selected, access to the box details is limited throughout the application.
View file record details	User is able to view the file details tab screen and is able to select file record columns to display on the Search Results screen. If this permission is not selected, access to the file details is limited throughout the application.
Multi-edit box/file records	User is able to edit multiple boxes OR files at one time via the Multi-Item Edit selection on the Search Results screen. If this permission is not selected, this Multi-Action selection is not available.

Bulk Data Upload

Permission

Functionality

Bulk Data Upload

User is able to upload metadata from a .csv data file in order to automatically create up to 200 records.Cannot be changed after it has been saved

Cannot contain special characters

Must begin with a letterUnU

Administration

Permission	Functionality
Manage customer settings	User is able edit the order confirmation email address and the mailing/correspondence address. Must begin with a letterUnU
Manage divisions	User is able to create and update divisions from within Manage Organization.
Create hold codes	User is able to create hold codes from within Manage Holds.
Edit hold codes	User is able to edit hold codes from within Manage Holds.
Assign/remove record code holds	User is able to add holds and remove holds from record codes from within Manage Holds.
Manage departments	User is able to create and update departments from within Manage Organization.
Assign/remove department holds	User is able to add holds and remove holds from departments from within Manage Holds.
View record code profiles	User is able to view record codes and associated metadata from within Manage Record Codes.
Manage record codes	User is able to create and edit record codes from within Manage Record Codes.
Manage templates	Manage Box Templates and Manage Files Templates are available from the Administration menu.
View addresses	User is able to view addresses from within Manage Addresses.
Create/edit shipping address	User is able to create and update shipping addresses from within Manage Addresses.
Access shredding services	User is able to access Shredding Center from the Iron Mountain Connect homepage without being blocked by an error message.
Edit shredding visit profile contact	User is able to edit the shredding contact from within Shredding Center.
Customize supply list	User is able to access Manage Supply List and create and assign custom supply lists.
View organizations	User is able to view organizational information from within Manage Organizations.
Manage organization groups	User is able to create and edit organization groups from within Manage Organization Groups.