Report Requests

Prev.Next

How to Create a Report
Compression Options
Report Types
Reporting Frequently Asked Questions

The primary objective of the reporting module is simply to allow customers to request reports via SafeKeeperPLUS.com, the main benefit being that these reports will generally be received at least twice as fast as the current method. Additionally, these reports will cost less as they require less effort to produce. You can request a variety of reports, and choose to have a printed report mailed traditionally or have the report e-mailed to you as an attached CSV file. Valuable account information will be available in these reports, as well as a variety of inventory reports. Reports submitted by midnight EST will be shipped the next day by 5 p.m. In the case of an e-mail request, it is likely that the report will be received the next day.

Customized language formatting: You can set a preferred language, and date and time formats for reports. This feature is especially useful when you are requesting a report for another person who uses a different language, and date and time formats than those you set as your User Preferences. Note: The special preference settings apply only to the report being ordered. If you do not set any special preferences for the report, the report will be formatted according to the preferences you set in the User Preferences window.

For e-mailed reports, the e-mail translates to match the language of the attached report. However, the date and time stamps in the heading of the e-mail cannot be custom-formatted.

For hard-copy reports, the following items will not be translated into the preferred language:

• the first line of text in the title's header
• the page number
• the report date
• the report time

However, the second and third line of the title header, all column labels, and total labels (i.e., total amount) will be translated.

TO CREATE A REPORT:
Back to top

1. Choose Reports from the SafeKeeperPLUS.com main menu to open the reporting section of SafeKeeperPLUS.com. If this option is not available, you do not have authorization to request reports via SafeKeeperPLUS.com. Please contact your Account Manager.
2. Choose the report you would like to order by clicking the hyperlink on the left side of the screen (for example, you would click the hyperlink that appears as: Cost & Activity, to order a Cost & Activity Report).
3. The Report Parameters screen appears asking for information relevant to the report you chose in Step 2.
4. Enter the required information, including your delivery options, and then click Continue. If information is missing or incorrect you will receive an error message. Click Go Back to return to the Report Parameters window.
5. SafeKeeperPLUS.com will now ask for specific information regarding the delivery options you selected in step 4. If a default value exists for your account, the fields will automatically fill with that information. For example, if you request to have a report e-mailed to you, and you have a valid e-mail address on file with Iron Mountain, a box like this will appear:
   E-mail: .
6. If an e-mail report was chosen, you also have the option to select a method for compressing the file that will be e-mailed to you.
7. After entering the delivery information, click Submit Request. If information is missing or incorrect you will receive an error message. Click Go Back to return to the delivery details screen.
8. A confirmation screen will appear offering a confirmation number for your request. Users are strongly encouraged to print this screen or record this number manually as this is the only way we can verify that your report was submitted to our system.
9. If your request was submitted by midnight EST, your report will be shipped the next day by 5 p.m. Thus, if you requested an e-mail report, you will most likely receive it one day after your request!

COMPRESSION OPTIONS
Back to top

When you have a report delivered by e-mail, we can automatically compress the file so that the file you receive is condensed to a physically smaller size. Because the file is smaller, you will be able to download the file faster when it arrives attached to your e-mail. The file will still be a CSV file, but you will have to uncompress it first.

If you choose to compress your file, there are several methods you can use. The method you choose will typically depend on the computer system you are using. The following display illustrates the options available on SafeKeeperPLUS.com:

• you want your file compressed and are not allowed to receive executable programs via e-mail at your location,
• you are using a Macintosh computer, or
• you have access to software like PKZip that can "decompress" or "unzip" files. These programs are shareware and can be downloaded at no charge from http://www.pkware.com/. Please go to the PKWARE web site and be sure to select the version applicable to your computer's operating system.

REPORT TYPES
Back to top

INVENTORY REPORTS:

Complete Inventory Report
The complete inventory report is a cumulative representation of all current box inventory. It excludes withdrawn and destroyed materials. This report is the primary research tool regarding your account with Iron Mountain. On SafeKeeperPLUS.com, the following sort options are available:

• Customer box number
• Department, customer box number
• Department, record code, customer box number
• Department, record code, from date, to date, major description, minor description, customer box number
• Department, record code, SKP box number
• Department, SKP box number
• Destruction date, customer box number
• Major description, minor description, customer box number
• Receipt date, customer box number
• SKP box number

Destruction Eligibility Report
The destruction eligibility report lists records in inventory with a destruction date equal to or prior to the date specified. This report can be used for destruction review, and can be highlighted and sent back to Iron Mountain with a cover letter to initiate the destruction of boxes. On SafeKeeperPLUS.com, you can sort by:

• Customer box number
• Department, customer box number
• Department, record code, customer box number
• Department, record code, from date, to date, major description, minor description, customer box number
• Department, record code, SKP box number
• Department, SKP box number
• Destruction date, customer box number
• Major description, minor description, customer box number
• Receipt date, customer box number
• SKP box number

File Inventory Report
The file inventory report lists records of all files in inventory for the selected file type for that division/department. This report does not include withdrawn and destroyed files. You can search files for the Current Department Only or All Customer Departments. The sort options vary by file type selected. You can choose to have the report sent to you by e-mail or the postal service.

MANAGEMENT REPORTS:

Cost & Activity Report
The Cost & Activity report summarizes billing activity for the specified invoice billing period. This report can be used for cost allocation and budget preparation. If your login allows, you can run this report for current department only, all departments in the current division, all departments in the current division with page breaks inserted by department, all customer departments, or all customer departments with page breaks inserted by department.

Classification Report
The Customer Classification report is a listing of the departments, record codes and retention information for the current customer. This report can be used to ensure proper classification of your records. If your login allows, you can run this report for current department only, global departments, all departments in the current division, or all customer departments.

Reference History Report
The Reference Report displays boxes and/or files that were referenced (outcarded and/or refiled), permanently withdrawn or destroyed for a given date range. You can include in the report the reference history for the current department only, all departments in the current division, or for all customer departments.

Cubic Foot Summary Report
The Cubic Footage Summary Report summarizes a customer's inventory by type of box. This report can be generated for a specified billing period or all inventory. This report may be used to determine how much cubic footage a customer stores at Iron Mountain.

Back to top