User Guide for Iron Mountain Integration
Contents
Overview
The document covers the Gimmal Physical Iron Mountain integration.
Iron Mountain integration can only be linked to Boxes and/or Files to process order files (.ord).
Open shelving orders are not supported.
When requests are sent to Iron Mountain, items are automatically transferred in Gimmal Physical to the destination of the request.
The integration does not support maintenance files (.mnt) to update metadata in SKP.
The integration does not consume the nightly files Iron Mountain posts on the SFTP site every 24 hours which indicate request status.
Features
Request Delivery (Retrieval) of Boxes and Files
The following options are available in the Gimmal Physical application.
Request Type
Normal
Photocopy
Fax & Deliver
Fax & Refile
Delivery Priority
Normal
Half Day
Rush
Order Type
Standard Delivery
Permanent Withdrawal
Request Pickup of Boxes and Files
The following options are available in the Gimmal Physical application.
Delivery Priority
Normal
Half Day
Rush
Manage Iron Mountain Requests
There is an Iron Mountain Requests page to manage requests for items going to or coming from Iron Mountain.
The view request page enables the submission of requests to the FTP site that Iron Mountain monitors.
Settings
Iron Mountain account information must be entered in the Gimmal Physical Application Settings page.
The path to the folder on the sftp site associated with Iron Mountain.
The Username for the sftp site associated with Iron Mountain.
The password for the sftp site associated with Iron Mountain.
Preferences
A preference setting is available to enter an email address that will receive notifications when orders are submitted to Iron Mountain
Setup
A location record must be designated as an Iron Mountain location by checking the checkbox “Is Iron Mountain Location” for a given record. Multiple Iron Mountain locations are supported.
Transit Information will also need to be entered for any location that is an Iron Mountain location and for any User that will be either requesting pickup or deliver to or from Iron Mountain.
Custom record(s) will need to be created that contain the Custom ID and District ID assigned by Iron Mountain. Additionally, address information and contact name can be entered.
Box records will need to have a current location, an IM Box Size value, a Customer ID and a District ID before they can be requested for pickup or delivery.
File records will need to have a current location, a Customer ID and a District ID before they can be requested for pickup or delivery.
If records are updated in such a way that make them invalid for Iron Mountain request after a successful request has been made but before they have been submitted to Iron Mountain errors will be displayed on the view requests page. Items in error will be back colored in yellow. The issue for a given record can be seen by mousing over the item description hyperlink.
For request pickups the destination will need to be set to an Iron Mountain location.
File Creation
When requests are submitted to the Iron Mountain sftp site a files with a .ord extension for pickups or deliveries and .add extension for additions are created and posted to the Iron Mountain site. Data to create these files is constructed using the following:
Pickup or delivery files (.ord) – Header Information
Gimmal Physical Source | Iron Mountain Reference |
Customer ID (On Customer tab) | CustID |
District ID (On Customer tab) | DistID |
Address Information (Transit Information tab). If Ship To Code is present it is used in lieu of address information | Ship to address information |
Pickup or delivery files (.add) – column mapping for Boxes.
Note: For the most part these fields can be empty as this data is now be captured and managed in Gimmal Physical.
Gimmal Physical Source | Iron Mountain Reference |
Customer ID | CustomerNumber |
Box Number (if empty then Barcode will be used) | SkpBoxNumber |
Barcode | CustomerBoxNumber |
Department ID | DepartmentId |
Record Code | RecordCode |
Date From | FromDate |
Date To | ToDate |
Major Description | MajorDescription |
Minor Description | MinorDescription |
Scheduled Destruction Date | DestructionDate |
Destruction Indicator (defaults to U) | DestructionIndicator |
Long Description 1 | LongDescription1 |
Long Description 2 | LongDescription2 |
Long Description 3 | LongDescription3 |
Long Description 4 | LongDescription4 |
Long Description 5 | LongDescription5 |
Long Description 6 | LongDescription6 |
Long Description 7 | LongDescription7 |
Long Description 8 | LongDescription8 |
Extra 1 | Extra1 |
Extra 2 | Extra2 |
Division ID | DivisionId |
Create Date (the boxes create date) | CreateDate |
Event Date | EventDate |
Reference 1 | Reference1 |
Box Hold Code | BoxHoldCode |
Pickup or delivery files (.add) – Item Information (Files)
Gimmal Physical Source | Iron Mountain Reference |
Customer ID | CustomerNumber |
Box Number (if empty then Barcode will be used) | SkpBoxNumber |
Barcode | CustomerBoxNumber |
Department ID | DepartmentId |
Record Code | RecordCode |
Date From | FromDate |
Date To | ToDate |
File Desc 1 | FileDescription1 |
File Desc 2 | FileDescription2 |
Extra 1 | Extra1 |
Extra 2 | Extra2 |
Third Party ID | ThirdPartyId |
Division ID | DivisionId |
File Description 3 | FileDescription3 |
File Description 4 | FileDescription4 |
Create Date (the files create date) | CreateDate |
Birth Date | BirthDate |
Discharge Date | DischargeDate |
Social Security Number | SocialSecurityNumber |
Volume Number | VolumeNumber |
Unique Barcode | UniqueBarcode |
Customer Barcode | CustBarcode |
File Description 5 | FileDescription5 |
File Description 6 | FileDescription6 |
File Description 7 | FileDescription7 |
File Description 8 | FileDescription8 |
File Description 9 | FileDescription9 |
Type | Type |
Configuration
A Customer tab is added to the database when the Iron Mountain configuration is turned on. This tab should either appear as a list on the Organization tab or the Box and File tab. If Customer is added to the Organization tab, the customer field will need to be included as an output field on the Box and/or File tabs being passed down through Organization.
The manage list functionality is also altered when the Iron Mountain Integration is turned on. The Box Size list requires a value to be entered in the IM Size column. By default, the three list values 1,2 and 3 will have the IM Box Size values of 1.20, 2.40 and 3.60 respectively. In addition, the list values for Iron Mountain Department and Iron Mountain Division will have additional columns to hold the Department ID and the Division ID respectively. The Department ID and Division ID values will come from the client if they are storing this information with Iron Mountain.
A location record must be designated as an Iron Mountain location by checking the checkbox “Is Iron Mountain Location” for a given record. Multiple Iron Mountain locations are supported. Transit Information will also need to be entered for any location that is an Iron Mountain location.