Inventory Adds

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The Inventory Adds screen captures information about new records whether they have already arrived at the archives or are yet to be picked up. The data submitted is validated before accepting it into the Inventory Cart. This cart holds all information until you are ready to post the items. The file formats used by the department currently loggedin will display across the top of the screen. The Box format will always be available.

Required Fields

Each format will require certain fields. In other words, before the item can be added to inventory, the field must contain valid data. For the Box Format, both the SKP box number and the Customer Box number must be entered. These fields are marked with a red asterisk *. Some fields are exchangeable requirements. That is, if one field is present, the other is not necessary. These fields are marked with a red plus symbol +. Some fields, such as Claim/Policy Ind and Claim/Policy in Insurance 1, may require that both fields be populated if either one is used. These fields are simply marked with the red plus symbol. Any required field left blank will generate an error that will indicate what field needs to be populated.

Field Formats, Lengths and General Information

Date fields must be entered in the where:

• M denotes the number of the month; two characters must be used.
• D is the number of the day; two characters must be used.
• Y is the number of the year; four characters must be used.
• The slash (/) separates the M, D, and Y characters.

Some fields have length restrictions determined by your customer settings. For example, Record Code length may be set at 6, 7, or 10 characters for your account. Once the set limit of characters is reached, no more data may be entered into that field. The Box's Long Description field allows an unlimited number of characters.

Descriptions are optional fields for boxes and may be left blank. However, providing a major, minor, and/or long description for your box will help you identify that box when you request it from inventory.

For destroy date calculation, enter To Date, From Date, Create Date or Event Date, depending on what criteria you use to calculate destruction dates automatically.

To add a box:

1. Select Box from the list of formats. The screen will refresh and show the data entry fields for a box.
2. Enter the SKP Box number and the Cust Box number. Both numbers must be entered.
3. Enter the box destruction date or the destruction indicator. You must specify one of these items in order to create a valid record.
4. Enter information in any other desired field. See also Required Fields and Field Formats, Lengths and General Information.
5. Click the Add to Cart button when you are ready to submit the information. Click the Clear Fields button to blank out all fields and re-enter the information.

To add a file:

1. Select the file format. The screen will refresh and display all the data fields applicable to that format.
2. Enter a SKP Box number or a Customer Box number. Only one must be entered.
3. Enter any other required or desired field information. See also Required Fields and Field Formats, Lengths and General Information.
4. Click the Add to Cart button when you are ready to submit the information. Click the Clear Fields button to blank out all fields and re-enter the information.

Note: If a box used is not yet part of the existing inventory, the file data from that box cannot be validated. SafeKeeperPLUS will match the file data with items received at the Iron Mountain Archives in the future. If any errors exist in the data entry, such as incorrect file format, they will be addressed at that time.