1. Storing Records with Iron Mountain By Shan Jin, MLIS, CRM, CIP Records Analyst Queen’s University Archives July 2014

2. Get Started Download a checklist from Records Management Program website http://archives.queensu.ca/rm /ManagingUR.html http://archives.queensu.ca/rm /ManagingUR.html

3. Contact Strategic Procurement Services Obtain Division ID and Department ID from Strategic Procurement Services

4. 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

5. 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

6. 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.

7. Data Entry Templates There are two templates – Box Level (Blank Form)Blank Form – File Level (Blank Form)Blank Form

8. Required Fields – Box Level Data Entry Template

9. Box Level Data Entry Template

10. Sample Box Level Data Entry Sheet Record Code and Description 2 will be assigned by RM

11. File Level Data Entry Template Record Code will be assigned by RM

12. Sample File Level Data Entry Sheet

13. Prepare Records Transfer Form You can download a blank Records Transfer Form from http://archives.queensu.ca/rm /RMForms.html 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

14. 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

15. Pay Invoices Use Procurement Card Pay online through Iron Mountain Connect