Storing Records with Iron Mountain

By Shan Jin, MLIS, CRM, CIPRecords AnalystQueen’s University Archives

July 2014

Get Started

Download a checklist from Records Management Program website

http://archives.queensu.ca/rm/ManagingUR.html

Contact Strategic Procurement Services

• Obtain Division ID and Department ID from Strategic Procurement Services

Contact Records Management Program

• Records Management Program provides training and advisory services on managing university records

⁻ Difference between University Records and Non-university Records⁻ Records classification and retention⁻ Records transfer / destruction procedures and forms – location and

use⁻ Tips for transferring university records to Iron Mountain (e.g. where

to apply labels, how to fill Iron Mountain Data Entry template) ⁻ Ensuring all legal requirements are met in relation to University

Records⁻ Archiving university records

Iron Mountain Connect

Obtain Iron Mountain Connect authorized user account from Iron Mountain

Iron Mountain Connect does not support 5-digit extension number, so put the number after your first name, e.g.

Shan x 78839

Packing Boxes

(1) Don't mix files of different destruction years in one box. 

(2) Leave about one inch of space so the box does not bulge and the lids fit on the boxes. 

(3) Don't write things on the lid of the box. If a lid is not attached to the body of the box, it could be misplaced or get lost.

(4) Request barcode labels from Iron Mountain. Apply the labels on the shorter side of the box.

Data Entry Templates

There are two templates

– Box Level (Blank Form)

– File Level (Blank Form)

Required Fields – Box Level Data Entry Template

Box Level Data Entry Template

Sample Box Level Data Entry Sheet

Record Code and Description 2 will be assigned by RM

File Level Data Entry Template

Record Code will be assigned by RM

Sample File Level Data Entry Sheet

Prepare Records Transfer Form

You can download a blank Records Transfer Form from

http://archives.queensu.ca/rm/RMForms.html

The Form Number is Form 2B

Fill the form as shown in the sample

Have the Form reviewed by Records Management Program before submitting it to department head for signature

Create Pickup Order

Have data entry sheets reviewed by Records Management Program, then email the spreadsheets to Iron Mountain

Request records pickup service using Iron Mountain Connect

Pay Invoices

Use Procurement Card

Pay online through Iron Mountain Connect