Managing Your Organization

Use this selection to view and administer customer, division and department level account information from within one screen. The information displayed is based on the records management hierarchy set up for your company in Iron Mountain Connect Records Management.

Select Records Management| Administration | Manage Organizations. The Manage Organizations screen opens; by default, all active customers are displayed.

You are able to perform the following tasks:

View Your Organization's Records Management Data

1.Select a customer. Scroll down to the Information portion of the screen to view records management data and links for the selected customer.

3.If the customer is division- and/or department-enabled, you can also see information related to these levels within the customer. Select a division and/or department. The following constraints apply:

·If the customer is division-enabled, all active divisions are displayed and you must select a division to view departments.

·If the customer is not division-enabled but is department-enabled, all active departments display.

·If the customer is not division- or department-enabled, the Division and Department sections appear greyed out.

NOTE:Master division and Master department are not validated; they are automatically created and utilized by SafeKeeperPLUS.

4.Scroll down to the Information portion of the screen to view records management data and links for the division or department selected.

Display Inactive Customers

Use this functionality to view records management data for inactive customers. Inactive customers cannot transact orders; however, they are able use Iron Mountain Connect Records Management to search for records, track orders and view box and file history.

Select a customer.
Click the Show Inactive checkbox above the customer section of the screen.
Inactive customers display in red in the list, and are marked as INACTIVE in the header of the Information section. Depending on the number of customers, you may need to use the scroll bar to locate the inactive customers in the list.

Display Inactive Departments

Use this functionality to view records management data for Inactive department. An inactive department is one in which customers cannot add records; however, they are able to view inventory and place retrieval and pickup orders for existing records.

Select a department.
Click the Show Inactive checkbox above the department section of the screen.
Inactive departments display in red in the list, and are marked as INACTIVE in the header of the Information section. Depending on the number of departments, you may need to use the scroll bar to locate the inactive customers in the list.

Export Your Rate Report

Export the schedule of rates that your organization is charged for Iron Mountain services.

Click the Rate Export link above the department section of the screen. The Export Rate Report screen opens.
Select the Customer and, if necessary, the Department. If you selected a customer and/or department while on the Manage Organizations screen, they default here.
Click Export. The Rate Report is formatted as a comma delimited file (.csv).

View Your Storage Summary

An at-a-glance view of your monthly storage statistics for customers, divisions and departments in your organization.

STORAGE SUMMARY
Field	Information Displayed
Volume	Total number of boxes and files, and the total volume in cubic feet used last month
New Received	Cubic feet of new records received for storage during the previous month; quantity is calculated on the last day of the previous month.
Permanently Withdrawn	Cubic feet of records that were permanently withdrawn from storage during the previous month; quantity is calculated on the last day of the previous month.
Destroyed	Cubic feet of records that were destroyed at the customer’s request during the previous month; quantity is calculated on the last day of the previous month. Does not include unlisted, permanently withdrawn or destroyed files.

Enter Order Confirmation Email Addresses

Enter addresses for up to three users that will receive copies of ALL order confirmations generated, regardless of the requestor.

Select a customer.
Click Edit. The Edit Order Confirmation Emails screen opens.
Enter names and addresses for up to three users that will receive copies of ALL order confirmations generated, regardless of the requestor. Both the name and the address are required for each entry.
Click Save.

NOTE: To remove a user from this list, simply select the user’s name and email address and use your Backspace key to remove the entry.

View the Organizational Hierarchy

View data illustrating where the selected customer, division or department fits within the organization’s overall hierarchy. The data displayed here changes based on the level of the organization selected.

Access Your Shipping Addresses

The link provided in the Address Profile enables you to access the Manage Addresses screen where you can view, add and edit this customer’s shipping addresses. All addresses are maintained from within the Manage Addresses selection to ensure that they are synchronized system-wide.

Select a customer.
Click on the number of shipping addresses. The Manage Addresses screen opens.Refer toCreating Your Shipping Addressesfor step-by-step instructions on adding, editing and viewing shipping addresses.

View and Update Your Mailing/Billing Address

This is the address to which Iron Mountain mails company information and/or invoices; this address defaults based on the remittance level set in your customer profile. ContactIron Mountain Customer Careshould you need to update your mailing address.

NOTE: The title displayed in this section of the screen varies based on the default address.

View Your Service Level

Service Levels are optional parameters that apply when a customer places a pickup, retrieval or supply order. A customer can have the following Service Levels:

SERVICE LEVELS
Parameter	Functionality
Require an active purchase order number at the order level	Users will be required to enter a purchase order number on the Item screen of the cart when processing an order for this customer.
Require a chargeback code for the department incurring the cost of the order	Users will be required to enter a chargeback code on the Item screen of the cart when processing an order for this customer.
Recommend a chargeback code for the department incurring the cost of the order	The Apply Chargeback field will display on the Item screen of the cart, but will not be required when processing an order for this customer
Validate pickup orders at the customer facility	Pickup orders are electronically scanned and entered into the system by an Iron Mountain driver as part of the pickup process.

View Your Service Priorities

Service Priorities guarantee the timeframe within which Iron Mountain will pick up or deliver orders that are received prior to an established cutoff time. At least one priority level must be set; priorities display in the Details screen of the cart. A customer can have the following priorities:

PRIORITIES
Priority	Order Receipt Cutoff	Service Provided By	Order Type
Next Day Retrieval Service	3:00 p.m.	5:00 p.m. on the next business day	Retrieval Order
Half Day Retrieval Service (Premium Service Half-Day must be selected in the User Profile to enable the user to access this permission)	10:00 a.m.	5:00 p.m. on the same business day	Retrieval Order
	3:00 p.m.	12:00 p.m. (noon) on the next business day	Retrieval Order
Rush Retrieval Service (Premium Service Rush must be selected in the User Profile to enable the user to access this permission)	Before 3:00 p.m.	Within three hours on the same business day	Retrieval Order
	After 3:00 p.m.	11:00 a.m. on the next business day	Retrieval Order
Normal Pickup Service	Any time	Within two business days	Pickup Order
Scheduled Service (This priority is not listed in Service Priorities; however, it is an option for all users from within the Detail screen of the cart.)	None	At a scheduled time prior to 5:00 p.m. on a user-selected date Note that the user is only able to select a date that occurs after the next available service date, which is based on the Service Provided By time in the Shipping Priorities available to them.	Retrieval Orders and Pickup Orders

View Your Data Profile

The Data Profile is a set of parameters that control record storage and transmittal. A customer can have the following Data Profile parameters set:

DATA PROFILE
Parameter	Explanation
Files are individually listed.	All departments for this customer individually list files in the same data format.
Files are not individually listed.	No departments individually list files.
Files for some departments are individually listed.	Some, but not all, departments individually list files in the same data format.
Box data keyed from Iron Mountain transmittals.	Box records are input from Iron Mountain transmittal forms.
Box data keyed from customer transmittals.	Box records are input from customer transmittal forms.
Records must be assigned to valid Departments.	Each new record must have a valid Department ID. If new records do not require valid departments, then this line is blank.
Records must be assigned valid Record Codes.	Each new record must have a valid Department ID. If new records do not require valid record codes, then this line is blank.
Box templates are enabled.	Customer defines which fields are required and enabled when a box is created.
File templates are enabled.	Customer defines which fields are required and enabled when a file is created.
X-ray on Demand service enabled.	Customer has contracted for X-ray on Demand service, enabling analog films that are stored at Iron Mountain to be electronically scanned, digitized and transmitted.
Image on Demand service enabled.	Customer has contracted for Image on Demand service, enabling files that are stored at Iron Mountain to be electronically scanned and transmitted.

Add a Division

A division is a customer-defined organizational unit that may consist of one or more departments. Administrative users that have theManage Division permissionare able to create divisions for companies that are division-enabled.

1. Select a division-enabled customer. The screen updates to display records management data and links for the customer that you selected.

2. From within the division section of the screen, click theCreate Newlink . The Create Division screen opens.

3. Enter a Division ID and a Division Name. The Division ID can be up 12 alphanumeric characters; the Division Name can be up to 35 alphanumeric characters and can include special characters.

4. ClickSave & Close, or clickSave & Add Department. The division you created is displayed on screen.

Add a Department

A department is a customer-defined subdivision of an organization. Administrative users that have theManage Department permissionare able to create departments for companies that are department-enabled.

Select a department-enabled customer. The screen updates to display records management data and links for the customer that you selected.
If the customer is division- and department-enabled, select a division.
From within the department section of the screen, click the Create New link. The Create Department screen opens.
Enter a Department ID and a Department Name. The Department ID can be up 12 alphanumeric characters; the Department Name can be up to 35 alphanumeric characters and can include special characters.
Select the Data Format for files stored by this department:

· If files are tracked, clickList filesand select the entry method from the dropdown list.

· If files are not tracked, clickDo not list files.

5. Click Save & Close, or click Save & Add Department if you need to add multiple departments within the same division. The department that you created is displayed on screen.