Use this functionality to add a new file to a box that you have used this application to create, but that has not yet been sent to Iron Mountain storage.
NOTE: File screens were intentionally designed with the buttons at the top to alert users that they are working on files, rather than boxes.
- Select Records Management | Collections, Add Records | Collection List (Add Records). The Collection List screen opens.
- Click the Action drop-down to the right of the box to which you need to add files and select Add Files from the drop-down list. The New File screen opens.
NOTE: You are also able to add new files to a new box while using the View Box functionality.
- The customer, division, department and SKP Barcode assigned to the box automatically default onto the file. Your organisation's data entry requirements determine which fields are displayed and required when you create a file.
NOTE: When you create a file, the organisational structure defaults from the box. If your organisation is division- and/or department-enabled and you have the proper permission, you are able to update the file's division and/or department.
- To create a custom data entry layout that the application will retain from one session to another, click Customise Layout.
- Enter metadata to identify this file should you need locate and retrieve it from storage. You must enter data in the required fields, marked with red asterisks (*).
- You are required to enter a value into the Key Identifier for files, which can be SKP Barcode or File Descriptions 1–6. The value you enter here will be displayed on the File Details screen, the Item step of the retrieval order basket, on order confirmation emails and on the Order Info tab screen in the Track Orders selection.
- To lock fields to retain the data in the field for use in subsequently added records, click Lock.
- To edit a locked field, click Unlock.
- To find a value for a field, click on the dropdown menu
or the calendar icon 
, and then select a value.
- Enter optional destruction data (because files are typically destroyed as part of a whole box, the information that you enter in the following fields is for your use only, it does not trigger notification or destruction):
- Destruction Eligibility Date
- Record Code
- Save the file. New files are displayed on the collection list in descending order based on entry date and time. Iron Mountain Connect Records Management automatically assigns a status of New to new files added to new boxes.
- Click Save File & Close to save this file and return to the Pickup List screen where the file is displayed below the box in which it is contained.
- Click Save & Add Another File to continue creating additional files inside the same box.
NOTE: If a field contains invalid data, or if a required field is blank, the field will be highlighted when you try to add the record. Correct your entry, and then click Add Record.
See Also
