Adding a New File to an Existing Box

Use this functionality to add a new file to a box that is already in storage at Iron Mountain.

Select Records Management | Collections, Add Records | Collection List (Add Records). The Collection List screen opens.
Click Add File. The Find Existing Box for New File screen opens.
Select a Customer.
Enter the SKP Barcode that correlates to the box that will contain this file and click Continue. SafeKeeperPLUS automatically registers that the SKP Barcode that you entered belongs to a box that is in storage at Iron Mountain. It automatically sets the status of the files to the status of the box. Within minutes, you will be able to search for, locate and edit this file in Iron Mountain Connect Records Management.
The New File screen will open.
Tick Add to Collection List to display a line item for this file on the collection list. Because Iron Mountain Connect Records Management associates this file with a box that is already in storage, it is not functional on the collection list; the entry on the collection list is for reporting purposes only.
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 (*).

File Description 1 is the Key Identifier for files. You are required to enter a value here, which 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.
Lock fields to retain the data in the field for use in subsequently added records, clickLock.
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 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 At Iron Mountain or Checked Out from Iron Mountain to the file.

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 that will be stored 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.