Glossary
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A

Activate
Change a user’s profile to immediately restore access to Iron Mountain Connect Records Management to a user who was previously inactive or terminated.

Active
A customer, division or department that is currently able to use Iron Mountain Connect Records Management to transact orders and manage records.

Administrative User

Client Content Administrators and Client User Administrators are Iron Mountain Connect administrators;  Records Management Administrators and Organization Group Administrators are Iron Mountain Connect Records Management administrators. 

Refer to the individual terms for more information.

Advanced Search
The Iron Mountain Connect Records Management selection that provides users with enhanced search functionality not available in Basic Search.  Functionality includes multi-select organizational filters and search criteria.

Alpha From

Alphanumeric data entry field on boxes and files.  Alpha From is the leading value when you create an advanced search on an Alpha Text Range.

You can enter alphanumeric data in the Alpha From field, however, when Iron Mountain Connect Records Management searches Alpha From, it only searches alphabetical groupings;  it does not search numeric characters or dates.   

Alpha Text Range

An advanced search field that searches the Alpha From and Alpha To fields on a record and returns results within that range.   Alpha Text Range searches alphabetical groupings;  it does not search numeric characters or dates.

Alpha To

Alphanumeric data entry field on boxes and files.  Alpha To is the ending value when you create an advanced search on an Alpha Text Range.

You can enter alphanumeric data in the Alpha To field, however, when Iron Mountain Connect Records Management searches Alpha To, it only searches alphabetical groupings;  it does not search numeric characters or dates.  

Asset
Boxes and files stored at Iron Mountain. Also referred to as items and records. 

B

Basic Search
The Iron Mountain Connect Records Management selection that enables users to locate records stored at Iron Mountain.  Also referred to as Search.

Billing Address
The customer, division or department location to which Iron Mountain sends invoices for services rendered.

Box

A three-dimensional carton used to store files,  x-rays and other items.

Box Record

A set of data fields that describe the customer, contents, transactions, and other information pertaining to a box.

Box Template
See Custom Box Template.

Bulk Upload
Automated process for creating and editing a large quantity of records from data entered in a .csv file. Bulk upload reduces manual input and data entry time.

C

Carrier Option

A setting that specifies who will transport an order (for example, Iron Mountain or an outside company).

Cart

An e-commerce term for the holding area used for storing records or supplies before a user places an order. Also referred to as a shopping cart.

Carton
See Box.

Chargeback Code

Customer-defined code used to track and allocate shipping and other charges to external customers, contacts and projects.

Checkout

Retrieval method a user selects to temporarily retrieve or permanently withdraw items from storage at Iron Mountain.

Client Content Administrator (CCA)

Iron Mountain Connect administrative user who has the ability to upload company content and branding to the Iron Mountain Connect homepage.

A CCA can also be a Client User Administrator (CUA).

Client User Administrator (CUA)

Iron Mountain Connect administrative user who manages users (grants organizational access and permissions) within a company.  Unless a CUA has an additional role, he or she does not have Records Management permissions or organizational access but is able to assign Records Management permissions and access. 

A CUA can also be a Client Content Administrator or have a Records Management role (Records Management Admin, Standard User or Organization Group Admin) if that access has been set.

Company

Iron Mountain Connect Records Management term for the top, overarching level in a records management hierarchy.  Customer, division and department levels are created and organized within a company.

Correspondence Address

An address to which company information from Iron Mountain is mailed. 

Criteria
A custom query that you build with fields, rules, operators and values, then attach to an advanced search.  Each advanced search can have up to five criteria attached.

Custom Box Template
Custom settings that drive data entry and control which fields are required, enabled and disabled during box creation. Also referred to as a Box Template.

Custom Field Label
A label that replaces the default (system-assigned) field label so that it matches the purpose your organization assigns to the field.  Custom field labels are added and managed by the system administrator. See also Default Field Label.

Custom File Template

Custom settings that drive data entry and control which fields are required, enabled and disabled during file creation. File templates are assigned at the customer, division and/or department levels. Also referred to as a File Template.

Custom Supply List

A list of supplies available to a specific customer so that users creating supply orders are limited to only those supplies on the list. Custom supply lists are created and maintained by system administrators; they provide control over the supplies available to users.  See also Default Supply List.

Customer
A company or organization that stores boxes, files, or other items at Iron Mountain.

Customer ID
An alphanumeric identifier for a customer provided by Iron Mountain.

Customer Name

The name of an Iron Mountain customer.

Customer Record Code

D

Data History
A chronological list of the data changes made to a stored box or file.

Data Separator
A character used to define a boundary or separate data in a list.  For example, Iron Mountain Connect Records Management recognizes comma, semicolon, colon and pipe to separate data in a bulk upload file. Also referred to as a Delimiter.

Default Supply List

A list that includes all supplies available from within Iron Mountain Connect Records Management. It is created and maintained by Iron Mountain, and can be used by multiple customers at one time. The supplies associated with this list do not change.  See also Custom Supply List.

Delimiter
A character used to separate data or define a boundary in a list.  For example, Iron Mountain Connect Records Management recognizes comma, semicolon, colon and pipe to separate data in a bulk upload file.  Also referred to as a Data Separator.

Delivery Address

Address where Iron Mountain picks up records for storage, delivers records from storage, or delivers supplies.  See also Shipping Address.

Delivery Method

The manner in which boxes, files, and other items are transported to and from storage.

Department

Subset of a division that is used to organize and classify records stored at Iron Mountain.  See also Division.

Department Record Code

Destruction Date

The date when a stored item is scheduled to be destroyed, based on its record code or other retention instructions.

Destruction Eligibility Date

Destruction Eligibility Period

Destruction Indicator

Setting that indicates the destruction time frame if no destruction date has been set on a record:  undefined, indefinite or permanent.

Destruction Order

A request that a stored item be destroyed by Iron Mountain on or after a specified date.

Disabled Field
Field that the system administrator removes from the application so that it is not available to users for data entry during box and file creation. If a field is disabled after the box or file is received at Iron Mountain, users will be able to view the field, however, they will not be able to add to or modify it.  See also Enabled Field and Required Field.

Division
A customer-defined organizational unit that is part of the company structure, and may consist of one or more departments.

E

Enabled Field
Field that the system administrator makes available to users for data entry during box and file creation. Users are not required to enter data in enabled fields.  See also Disabled Field and Required Field.

Enterprise

Enterprise Record Code

F

File

A record that is stored in a carton and may or may not have a unique file record associated.

File Record

A set of data fields that describe the customer, contents, transactions, and other information pertaining to a file.

File Sequence Number

A number that specifies the position of a file in a box (for example, "1" for the first file).

File Template

 See File Template.

Filter

1. Search entry field available from basic search and advanced search.  

2.  Column-level setting that is applied to restrict search results.

From Date
The beginning of a customer-defined date range in a record.

H

Hold Code

A customer-defined code that overrides the retention schedule for a record, postponing the destruction of a record until further review.

I

Image on Demand (IOD)

An order to retrieve a file from storage at Iron Mountain, scan it and electronically deliver the image to a customer as a .pdf file.

Image on Demand (IOD) Line Item

A request to scan an individual document that is stored within a file. One or more IOD line items make up an IOD request.

Image on Demand (IOD) Request

A request to image document(s) that are stored within a file. An IOD request is made up of a one or more IOD line items.

Inactive Customer

A customer that is able to use Iron Mountain Connect Records Management to view inventory and research records, but cannot transact orders.

Inactive Department

A department in which customers cannot add new records, however, they are able to view inventory and place retrieval and pickup orders for existing records.

Inactive Organization
An organization in Iron Mountain Connect Records Management that can view inventory and research and retrieve records, but cannot transact orders.

Internal Routing Address

Address that specifies where and to whom an order item should be forwarded after pickup or delivery.

Invoice Number

An alphanumeric identifier assigned by Iron Mountain to a customer invoice.

IOD

See Image on Demand (IOD).

Iron Mountain Connect

The secure gateway that authenticates all users and provides access into multiple, related Iron Mountain software applications. Also referred to as IMC, IM Connect portal and portal.

Iron Mountain Connect Records Management

Iron Mountain’s secure records management system, designed to provide fast, easy online access to records and information stored at Iron Mountain.  Iron Mountain Connect Records Management system replaces Record Center.

Iron Mountain Connect Records Management Standard User

An Iron Mountain Connect Records Management user with assigned access to selected Records Management features and customer records.  See also Standard User.

Iron Mountain Connect Standard User

Iron Mountain Connect user who cannot manage users or post content, but who has access to other application(s) and roles within those applications (for example, an Account Manager who has access to the Technology Escrow application).

This user role is automatically set when the Iron Mountain Connect Role is blank (neither Client User Administrator NOR Client Content Administrator is selected) when a user is created.

Iron Mountain Default Box Template

System-assigned Iron Mountain settings that drive data entry for customers not using a custom box template.  The default settings determine a customer’s required and enabled fields during box creation.  The Iron Mountain default box template cannot be updated or removed.

Iron Mountain Default File Template

System-assigned Iron Mountain settings that drive data entry for customers not using a custom file template. The default settings determine a customer’s required, enabled and disabled fields during file creation.  The default file template cannot be updated or removed.

Item
A line item on an order.  Also referred to as an asset. 

K

Key Identifier

A field used to track and identify records.  Users are required to enter the Key Identifier when creating boxes and files.  

The Key Identifier is defined on the box or file template.  If the Iron Mountain default box or file template is used, the Key Identifier defaults to Customer Box Number for boxes or File Description 1 for files.  If a custom template is used, your system administrator is able to select the field that will be used as your Key Identifier.

Key Identifier displays on the Box and File Details screens, the Item and Details steps of the retrieval order cart, on order confirmation emails and on the Order Info tab screen in the Track Orders selection. 

L

Lock

A command to retain the value of a data field for use in subsequent records, much like a template.

Long Description

An extended description of the contents of a box.

M

Master Department
A non-validated department automatically created for all customers by SafeKeeperPLUS.

Master Division
 A non-validated division automatically created for all customers by SafeKeeperPLUS.

O

Offsite Shredding
A destruction process in which items are shredded at an Iron Mountain facility.

Onsite Shredding

A destruction process in which items are shredded in an Iron Mountain mobile shredding unit at a customer location, so the customer can witness their destruction.

Open Shelf
System for storing files not contained in boxes at Iron Mountain.

Open Shelf File
File stored on an open shelf at Iron Mountain rather than inside a box. 

Operator
In an advanced search, an operator joins two sets of search criteria  The advanced search operators are AND, OR and NOT.

Order History

A chronological list of the transactions related to an order, as well as the Iron Mountain Connect Records Management users who requested them.

Order Line

A line on an order specifying the type, quantity, and other instructions related to a box, file, or other record.

Order Number

An order number uniquely identifies each service request pertinent to a record. Order numbers are generated by Iron Mountain Connect Records Management.

Order Status

The current disposition of an order (for example, Processed or Cancelled).

Order Type
A type of request for service from Iron Mountain.  Examples of order types include  pickup, retrieval, supply, Image on Demand (IOD) and permanent withdrawal orders.

Organization
General term used to refer to a company and the levels that make up the company's records management hierarchy, including the customer, division and department levels.

Organization Group
Conceptual group of customers, divisions and departments that simplifies the process of managing users. Client User Administrators (CUAs) and Organization Group Administrators (OGAs) are able to manage and add users to organization groups.

Organization Group Administrator (OGA)
Iron Mountain Connect Records Management administrative user who manages the standard users in an organization group.  An OGA has limited abilities and is only able to grant access to the organization groups that he or she has access to, and is only able to grant user permissions that he or she has access.

Organizational Access

Setting that provides user access to the customers, divisions and departments within an organization.

P

Packing Slip

A standard form listing the information (for example, customer name and address, items shipped, and order type) needed to ship a confirmed order.

Permanent Withdrawal Order

A request to permanently remove an item from storage at Iron Mountain.

Permission

A user profile setting that enables users to perform specific tasks and workflows in Iron Mountain Connect Records Management. Permissions can vary according to users' organizational roles.

Pickup Address

An address specifying the customer, location, and contact from which items will be transported to an Iron Mountain storage facility.

Pickup Order

A request for one or more items to be sent to an Iron Mountain storage facility.

Portal

The secure gateway that authenticates all users and provides access into multiple, related Iron Mountain software applications. Also referred to as Iron Mountain Connect, IMConnect and IMC.

Priority

A service level that specifies when an order will be picked up or delivered (for example, Next Day or Rush).

Purchase Order Number

A reference number for the procurement of goods or services from an outside vendor or supplier, usually required for the payment of those goods or services.

R

Receipt Date

The date an item is received at an Iron Mountain facility and entered into SafeKeeperPLUS.

Record

The set of metadata that identifies a box or file stored at Iron Mountain. Also referred to as an Asset

Record Code

A code that can be used to calculate the length of time a record is retained. Record codes are set at the enterprise, customer or department levels.

Record Status

A summary of the current disposition of a record (for example, At Iron Mountain or Destroyed).

Record Type

A general category of records in Iron Mountain Connect Records Management (for example, box records or file records).

Records Management Administrator (RMA)

Iron Mountain Connect Records Management administrative user who manages users (grants permissions and organizational access) within a company.  An RMA's permissions and organizational access automatically default from the company.  An RMA's permissions* are updatable; an RMA's organizational access is not updatable.       

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        A Records Management Admin can also be a Client User Administrator or a Client Content Administrator if that access has been set.      

*Note:  The Destruction permission does not default and is not updatable; Destruction is administered by the Iron Mountain setup team.

Refile

To return a previously retrieved item to storage at Iron Mountain.

Request Date

The date when an order was originally submitted to Iron Mountain.

Required Field

A data field that must have an entry before a new record can be added to Iron Mountain Connect Records Management. System administrators set the required fields when they create box and file templates.

Retention
The length of time that a record is scheduled to be stored at Iron Mountain.

Retrieval Order

A request for one or more items to be temporarily retrieved from storage at Iron Mountain.

Rule
In an advanced search, a rule is logic that you apply to narrow a search.

S

Search Operators

In a basic search, special characters that fine-tune the meaning of a search. For example, comma between search words operates as an "or."

Security Questions

Questions and answers that a user sets when he or she logs in for the first time.  Used to verify identity should the user ever be locked out of the application.

Service Level

Optional parameters that apply when a customer places a pickup, retrieval or supply order.  Service levels include requiring a Purchase Order number, requiring a chargeback code and validating orders.

Service Level Options

Group of user permissions set by your Iron Mountain Connect System Administrator to provide access to system functionality.  Service Level Options deal with shipping priorities, order tracking and order cancellation.

Service Options
Group of user permissions set by your Iron Mountain Connect System Administrator to provide access to system functionality. Service Options enable/disable access to different types of orders.

Shipping Address

Address where Iron Mountain picks up records for storage, delivers records from storage, or delivers supplies.  See also Delivery Address.

SKP Barcode

SafeKeeperPLUS Barcode. A bar-coded alphanumeric identifier, typically eight to ten digits long, provided by Iron Mountain for each box and file record. Previously referred to as SKP Box Number or SKP File Number.

SKP File ID

SafeKeeperPLUS File ID. An identifier of a file in a box, consisting of an SKP Barcode plus a File Sequence Number.

Standard File

A data format for file records that has four general description fields suitable for a variety of data.

Standard User

An Iron Mountain Connect Records Management user with assigned access to selected Records Management features and customer records.  See also Iron Mountain Connect Records Management Standard User.

Status

See Record Status or Order Status.

Supply List

A list of supplies available to a customer.  See Default Supply List and Custom Supply List.

Supply Order

A request to Iron Mountain for storage supplies such as empty boxes, transmittal slips, and listing sheets.

T

Temporary File

See Unlisted File.

Terminate
Change a user’s profile to immediately remove the user’s access to Iron Mountain Connect Records Management.

To Date

The end of a customer-defined date range in a record.

Track Orders

A search to view the history, status, and other details of one or more orders.

Transaction

An event in the history of a record or order (for example, a box being checked out from Iron Mountain or an order being cancelled).

Transactional History
A chronological list of the orders and other transactions made to a stored box or file.

U

Unlisted File

File that is not individually listed in the box in which it is stored.  Once the file is found, it becomes a listed file.  If the file is not found, it remains a temporary file that cannot be viewed online or placed on an order.

Unlisted Open Shelf File

An unlisted file that is stored on a shelf at Iron Mountain, rather than in a box.

User Profile

A set of permissions and access rights that determine which Iron Mountain Connect applications, and which Iron Mountain Connect Records Management features and customer records a user can access.

V

Vault

A fire-rated storage facility for magnetic media that is controlled for temperature and humidity levels.

Vault Pickup Service

Iron Mountain service that provides direct transport of tapes between a customer site and a secure Iron Mountain vault by a dedicated Iron Mountain vehicle that does not make any other stops or carry assets belonging to other customers.  Customers must specifically contract with Iron Mountain for this service which is requested by entering a pickup order.   

W

Wildcard

A search operator indicated by an asterisk (*) at the end of a word that can stand for any sequence of characters.

Wizard
Application interface that assists users by directing them through a sequence of steps.  Iron Mountain Connect Records Management includes wizards to assist with creating supply lists, box templates, and pickup, retrieval and supply orders.

X

XOD
See X-ray on Demand.

X-ray on Demand (XOD)

An order to retrieve an x-ray from storage at Iron Mountain, scan it and electronically deliver a copy to the customer via PACS.

X-ray on Demand (XOD) Line Item

A request to scan an individual x-ray study that is stored within a file. One or more XOD line items make up an XOD request.

X-ray on Demand (XOD) Request

A request to image an x-ray study that is stored within a file. An XOD request is made up of a one or more XOD line items.