1. Records Storage and Destruction at Iron Mountain By Shan Jin, MLIS, CRM, CIP Records Analyst Queen’s University Archives January 2015

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. Packing Boxes (1) Avoid mixing 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.

4. Prepare Data Entry Sheets There are two templates – Box Level (Blank Form, required)Blank Form – File Level (Blank Form, optional)Blank Form

5. Box Level Data Entry Sheet (1) Leave Destruction Indicator Blank

6. Box Level Data Entry Sheet (2)

7. File Level Data Entry Template Don’t use this. RM Staff will assign a Records Transfer Number.

8. Sending Records Transfer Request to Archives (1) http://library.que ensu.ca/archives/ records-transfer- request http://library.que ensu.ca/archives/ records-transfer- request Go to the address above to submit a transfer request. Please also attach a box list (required) and a file list (optional).

9. Sending Records Transfer Request to Archives (2) After submitting the request, you will receive an email confirmation. A transfer form number will be assigned at this time. Use this as a reference number for future inquiries.

10. Records Transfer Form Records Management Program staff will review your request and attached box/file list. Then you will receive a Records Transfer Form and updated box/file list. Have the form signed by your department head, then you can contact Iron Mountain to schedule a Records Pickup. Remember: Send your Box/File List before records pickup. Otherwise there could be a late fee.

11. Create Pickup Order (1) Log in Iron Mountain Connect, select "Records Management" under "My Quick Links“.Iron Mountain Connect

12. Create Pickup Order (2) Click on "Order" -> "Create Pickup Order“ Choose Carrier Option 1: Iron Mountain Option 2: Customer Delivery Fill in the number of boxes under “New” Click “Proceed”

13. Create Pickup Order (3) The next page is "Pickup Confirmation". If everything is okay, click on submit request. If not, click on "Cancel", if will bring you back to the "Pickup Order" page.

14. Records Pickup On the day make sure everything listed on your data entry sheets are picked up by carrier. Complete the bottom section of the Records Transfer Form. Keep a copy of the form in your office, then email a PDF copy to Records Management Program staff in the Archives.

15. Send Destruction Request to Iron Mountain Review Destruction Eligibility List Make sure boxes / files that are eligible for destruction are not checked out Prepare a Records Destruction Form, and obtain approval from department headRecords Destruction Form Email a list of box SKP numbers in Excel Format to DestructionOrderProc@ironmountain.com DestructionOrderProc@ironmountain.com

16. Send Destruction Request to Iron Mountain (2) Upon receiving your Records Destruction request, Iron Mountain will send you an email. Please answered the following questions to confirm.

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

18. If you have any question, contact recordsmanagement@queensu.ca recordsmanagement@queensu.ca