Records Management Branch

       1. Log into your IMC account.

2. Click on Records Management.

3. Click on Pickups, Add Records (in lower left portion of screen).

4. Select your agency as the customer.

5. Place the number of files or boxes you are going to be sending back to Iron Mountain in the REFILE column.

6. Click on Add to Cart.

7. Click on Pickups (in upper right portion of screen).

8. Choose your division/department from the drop-down menu and click Next.

9. Choose your pickup address.

10. Choose your shipping priority

11. Click on Place Your Order.

You will receive an email confirmation of your order.

1. Log into your IMC account.

2. Enter your work order number in the Track Orders search box or click on the number if it appears.

3. The order box will appear. If the order can be cancelled, the cancel order button will appear highlighted.

4. Click on Cancel.

5. Click on Continue.

The window will appear with the cancelled status and you will receive an email confirmation of your order.

1. Log into your IMC account.

2. Click on Records Management.

3. Click on Order Supplies.

4. Select your customer code.

5. Select your shipping address.

6. Select the item and the number you are requesting.

• The blue RFID tags are the correct labels to order and must be on each box sent to Iron Mountain for storage. There is no charge for blue labels.
• Users do not have to order or use boxes from Iron Mountain. Please use standard sized boxes.
• Contact Iron Mountain customer service for prices on boxes supplied through their ordering system.

7. Select Add to Cart.

8. Click on Supplies (in upper right portion of screen).

9. Click on and select the division/department for billing.

10. Click on Next.

11. Complete the delivery options, shipping priority, delivery contact, and verify the correct address.

12. Click on Place your Order.

You should receive an email confirmation of your order.

Adding or deleting users can only be done by users with Admin privileges. 

Information needed:

• Name of another user that has the same permission you want the new user to have.
• First Name
• Last Name
• Title
• Work Address
• Email Address
• Daytime phone number

ADD A USER

1. Log into Iron Mountain Connect

2. Click on Manage Users on the left toolbar.

3. Locate another user in your area that has the permissions you want the new staff member to have. Click on their profile.

4. Click on Clone.

5. A message will appear, click on Confirm.

6. The next screen will be entering the new staff members’ information. For the username, use the member’s email address. On password reset mark it to read System generated. The new staff member will receive an email to set their password.

7. Click Save.

8. Confirm the shipping address for pick-ups and deliveries.

The new staff member is ready to go.  Please train them on usage for your agency.

DELETE A USER

1. Log into Iron Mountain Connect

2. Click on Manage Users on the left toolbar.

3. Click on the first drop-down and change it to the way you would like to search for the user.

4. Find the user and click on their profile.

5. Click on the Terminate button in the upper left.

6. Confirm termination.

Iron Mountain Connect automatically terminates user access if you have not logged into the system in the past 60 days.

Contact Records Management at records@azsos.libanswers.com to have your account reactivated and your password reset.

Send a spreadsheet of the box numbers (box numbers should begin with RF) that your agency wants to destroy and a completed Certificate of Destruction form to records@azsos.libanswers.com.

LAPR staff will review the list and submit it to Iron Mountain.  Only designated LAPR staff can authorize the destruction of records at Iron Mountain.

LAPR staff will notify you when the destruction order has been submitted and when it has been completed.

Public bodies are responsible for monitoring their records held in storage for disposition.

To transfer permanent records from Iron Mountain to the State Archives, complete and submit an "Agreement to Transfer Records" form to contact@azsos.libanswers.com.  State Archives staff will review the transfer paperwork and arrange for delivery of the boxes to the State Archives.

Legal Holds, Audits, and Investigations

Approved schedules DO NOT pre-empt good judgment.  Records required for legal, audit, or investigative purposes beyond the recommended retention must be maintained until cleared by the appropriate authority before destruction.  LAPR cannot identify the records eligible for legal hold. Please contact your agency's legal counsel for this information.