Inventory Research

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The Inventory Research screen is a utility you may use to locate a box or file, check the current status of the box or file, and track the history of your inventory. The screen is almost identical to the screen used for Order Entry for Reference or Permanent Withdrawal orders, but there is no order cart in which you may store your search results.

To locate a box:

1. Select Box from the Search For: drop-down list. This list contains all the formats to which you have access.
2. Select Live Inventory Only if you want to exclude withdrawn and destroyed boxes from your search.

   If you know the SKP box number or your customer box number, follow the remaining steps below. If you do not know either number or you want to search your entire inventory stored with Iron Mountain, leave all fields blank. You will be given a return list of the first 250 matching records in inventory.

3. Choose SKP Box Number or Cust Box Number from the drop-down list. SKP box numbers are unique identifiers and return the fastest possible searches.
4. Select Equals or Begins from the next drop-down list.
5. Enter the entire or beginning part of the SKP or customer box number in the blank field.
6. Select the Division, Department and Record Code(s) you want to search.

   You may search for all divisions, departments, record codes, and hold codes; a particular division, department, record code, or hold code; or a combination of one of these options. The Change Division, Change Department, Change Record Code and Change Hold Code buttons will be available if you have access to more than 50 divisions, departments, or record codes. Note: You can search for boxes on hold only when hold codes exist for that customer. You can select only one hold code or you can search for all hold codes. The default is ALL HOLD CODES.

7. If you want to specify a date range for your search, select a search pattern from the drop-down list to the right of the From Date: and To Date: labels ( Equals Greater Than Less Than ). Note: The From Date: must be less than the To Date:. Then enter your desired date in MM/DD/YYYY format.

   
   Descriptions are optional fields for boxes and may be blank for each field. If you are not certain your desired box contains a description, leave these fields blank. Select a search pattern from the drop-down list to the right of each label ( Begins Equals Contains ). Begins will match the text you enter with the beginning text of the box's major description; Equals, the exact text; and Contains, text anywhere in the description.

8. Enter a brief description for the box in the Major Description field. (optional)
9. Enter a brief description for the box in the Minor Description field. (optional)
10. Enter text for the Long Description field.
11. Click on the Search button.

At this point, your browser will refresh and display the Inventory Results List for your search.

To locate an Individual File:

1. Select the file type from the Search For: drop-down list. The list will display fields for describing the file for each file format you list with Iron Mountain. These file formats are associated with the logged-in department. If you have access to multiple departments with different file formats, then the formats used by these departments will appear as options.
2. Select Live Inventory Only to exclude files that have been destroyed or permanently withdrawn.
3. Select SKP Box Number or Customer Box Number for the box that contains the file.
4. Select Equals or Begins as your search pattern for the box number. If you select Equals, you must specify the entire SKP or customer box number in the search field. Otherwise, enter the beginning characters in the box number.
5. Select Exclude Temp. Files to exclude temporary files from your search. This option allows you to view only those files that have been individually listed with Iron Mountain or all files, including any temporary files that may have been "created" during Order Entry.
6. Select the Division, Department and Record Code(s) you want to search.

You may search for all divisions, departments and record codes, a particular division, department or record code, or a combination of one of these options. The Change Division, Change Department and Change Record Code buttons will be available if you have access to more than 50 divisions, departments, or record codes.

All other fields are forms of description and, as such, are optional fields that may be blank for each field. If you are not certain your desired file contains descriptive fields, leave these information blank. Otherwise, select a search pattern from the drop-down list to the right of each label ( Begins Equals Contains ). Note: The From Date: must be less than the To Date:.

Begins will match the text you enter with the beginning text of the field; Equals, the exact text; and Contains,text anywhere in the field.

1. Click on the Search button.

At this point, your browser will refresh and display the Inventory Results List for your search.

Note: If the department that owns the box is individually listed, all files in the box can be viewed by omitting the file data and submitting only the box number. See also Box/File Browse.