Creating a Box

Select Records Management | Collections, Add Records | Collection List (Add Records). The Collection List screen opens.
Click Add Box. The Choose Box Type screen opens. The most commonly used Iron Mountain boxes are displayed.
If necessary, select a different country.
Click to highlight and select the type of box that you wish to create based on your storage needs. Iron Mountain Records Management opens the Box Details tab screen.

NOTE: If you are not using an Iron Mountain-supplied box, select a box that is equal to or greater in dimension than the box you will be using.

Select a Customer. Your organisation's box template settings determine which fields are displayed and required when you create a box.
If the customer is division or department-enabled, select the appropriate division 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 box should you need locate and retrieve it from storage. You must enter data in the required fields, marked with red asterisks (*).

·Lock fields to retain the field for use in subsequently added records. ClickLock.

·Click Save & Add to continue creating additional boxes.

·Click Add Filesto create and add files to this box.

Enter information in the retention fields. Your internal retention policies and the way that Iron Mountain Connect Records Management is set up determine which fields are displayed and whether or not calculations automatically occur. Iron Mountain's account team works with you and assesses your needs in order to set up the retention option that best meets them:

If Retention is Calculated: Due to the complex and varied nature of retention programmes, Iron Mountain's account team works with you and assesses your needs in order to set up one of the following retention options that best meets them:

Automatic Calculation from Setup Date Onwards

Iron Mountain Connect Records Management automatically calculates retention for all boxes that you create after contracting to use retention functionality. Boxes created prior to the setup date are not converted to use automatic retention calculation and do not require updating.

a.       Enter a record code or use the record code lookup to find existing codes.

b.     The Destruction Eligibility Period associated with the record code defaults to the box record:

Indefinite: Destruction indefinitely postponed until after a specific date; Indefinite is displayed in the Destruction Eligibility Date field. Leave this set to Indefinite or enter a date to override the Indefinite Destruction Eligibility Period.

NOTE: If you create a box with a record code that has an Indefinite Destruction Eligibility Period, the Indefinite Destruction Eligibility Period is displayed as Indefinite when you view the record.

Permanent: Destruction permanently postponed; Permanent is displayed in the Destruction Eligibility Period field
Undefined: Destruction date not set; Undefined is displayed in the Destruction Eligibility Period field
Fixed: Formulas built into the record code automatically calculate the date to display in the Destruction Eligibility Period field

NOTE: If you select a Fixed record code and the field referenced by the formula is blank, Iron Mountain Connect Records Management sets the Destruction Eligibility Period to Undefined and the date is not calculated. For example, if the calculation is 5 Years After Create Date and the Create Date on the Box is blank, the Destruction Eligibility Period will be Undefined.

If you select a Fixed record code and set the field referenced by the formula AFTER you select the record code, Iron Mountain Connect Records Management calculates the date when you SAVE the record.

Automatic Calculation for all New Boxes

Iron Mountain Connect Records Management automatically calculates retention for all new and existing boxes.

a.     Enter a record code or use the record code lookup to find existing codes.

b.   The Destruction Eligibility Period associated with the record code defaults to the box record:

Indefinite: Destruction indefinitely postponed until after a specific date; Indefinite is displayed in the Destruction Eligibility Date field. Leave this set to Indefinite or enter a date to override the Indefinite Destruction Eligibility Period.

NOTE: If you create a box with a record code that has an Indefinite Destruction Eligibility Period, the Indefinite Destruction Eligibility Period is displayed as Indefinite when you View the record.

Permanent: Destruction permanently postponed; Permanent is displayed in the Destruction Eligibility Period field.
Undefined: Destruction date not set; Undefined is displayed in the Destruction Eligibility Period field.
Fixed: Formulas built into the record code automatically calculate the date to display in the Destruction Eligibility Period field.

NOTE: If you select a Fixed record code and the field referenced by the formula is blank, Iron Mountain Connect Records Management sets the Destruction Eligibility Period to Undefined and the date is not calculated. For example, if the calculation is 5 Years After Create Date and the Create Date on the Box is blank, the Destruction Eligibility Period will be Undefined.

If you select a Fixed record code and set the field referenced by the formula AFTER you select the record code, Iron Mountain Connect Records Management calculates the date when you SAVE the record.

Manual Override of Automatic Calculations

Your organisation is able to manually override automatic calculations as necessary to accommodate exceptions. The Destruction Indicator and the Destruction Eligibility Date fields function as manual entry fields that override the record code's Destruction Eligibility Period.

a.     Enter a record code or use the record code lookup to find existing codes.

b.     The Destruction Eligibility Period associated with the record code defaults to the box record:

Indefinite: Destruction indefinitely postponed until after a specific date; Indefinite is displayed in the Destruction Eligibility Date field. Leave this set to Indefinite or enter a date to override the Indefinite Destruction Eligibility Period.

NOTE: If you create a box with a record code that has an Indefinite Destruction Eligibility Period, the Indefinite Destruction Eligibility Period is displayed as Indefinite when you view the record.

Permanent: Destruction permanently postponed; Iron Mountain Connect Records Management automatically displays Permanent in the Destruction Eligibility Period field.
Undefined: Destruction date not set; Iron Mountain Connect Records Management automatically displays Undefined in the Destruction Eligibility Period field.
Fixed: Formulas built into the record code automatically calculate the date, which is then displayed in the Destruction Eligibility Period field

c.     To manually override the Destruction Eligibility Period, select a destruction indicator OR a destruction eligibility date.

NOTE: If you are set up for manual override but wish to use automatic calculation, leave the Destruction Indicator and Destruction Eligibility Date fields blank. Iron Mountain Connect Records Management will automatically calculate the Destruction Eligibility Period based on the record code you selected.

If you select a Fixed record code and set the field referenced by the formula AFTER you select the record code, Iron Mountain Connect Records Management calculates the date when you SAVE the record.

If Retention is NOT Calculated

Retention is NOT Calculated

If necessary,place the box on hold to prevent destruction. You are also able to view and remove hold codes while creating a box.
Save the box. If your organisation uses Iron Mountain Connect Records Management to calculate retention, the calculations are performed and the box appearson the collection list organised in descending order by SKP Barcode. If the SKP Barcode is blank because Iron Mountain assigns it for your organisation upon receipt, boxes are ordered with the newest box at the top of the collection list.

·ClickSave & Closeto save this box and return to the Collection List screen where the box will be displayed.

·ClickSave & Addto continue creating additional boxes.

·ClickAdd Filesto create and add files to this 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.

Files

Adding a New File to a New Box