archive Storage customer Welcome Pack

Transcription

1 archive customer Welcome Pack

2 Archive Welcome Pack This Welcome Pack will help you get started with moving your old documents securely off-site. Included with your boxes you should have received box seals and some box barcodes. You will also need to download an electronic transmittal sheet from the Lyreco website You need to complete a column on the transmittal sheet for each box that you want collected so that we have a record of which boxes you have sent to us and you have an easy-to-use record of what you put in them. What do you do next? 1. Fill up your boxes 2. Complete the transmittal sheet 3. Place an order for collection 4. Make sure your boxes are ready for collection 1. Fill up your boxes We recommend you try and keep specific types of files together to make it easier to keep a record of which boxes your different document types are in (e.g. one box for old HR files, one box for old Finance records etc.). We also recommend boxes should weigh no more than 10kg for health and safety reasons. Remember you need to create some kind of record of what is in each box on the transmittal sheet. 2. Fill in the transmittal sheet Please download a copy of the transmittal sheet from the Lyreco website by going to downloads at the bottom of the page. Every time we collect a new box, we will need a transmittal sheet so that we have a record of which boxes we have collected from you and who the relevant contact is for the boxes. It also means you have a record of what was in each box.

3 archive transmittal SHeet How do I fill the transmittal sheet in? To help make sure you add the right information so that we can process your order quickly and efficiently, we have provided a step by step guide below. If you have any questions, contact Customer Services on : insert the nine-digit barcode number 2. Customer ID: This will already be completed using code ESE02 3. Customer name: This will automatically read Lyreco Barcode Number: Customer ID: Customer Name: account number: account name: Completed By: Telephone Number: Date completed: Customer ref number: # #2 #3 #4 ESE02 ESE02 ESE02 ESE02 ESE02 Lyreco Lyreco Lyreco Lyreco Lyreco Workplace Solutions Ltd John Smith /07/2014 Box 42 Archive StorAge transmittal Sheet #5 4. account number This is your Lyreco customer account number 5. account name This is your company name Major description: Minor description: SUBMIT HR Records Leavers Records TERMS AND CONDITIONS By ticking this box you agree to the Terms and Conditions of sale Terms and Conditions can be found on pages 2 and 3 of this document 6. Completed by: Please add your name here 7. Telephone number: Please add your preferred contact number here 8. Please add your preferred contact address here 9. Customer reference number 11 alpha-numeric characters that can be used as an identifier for your box (example: Box 1974) 10. Major description: 30 alpha-numeric characters available to help identify contents of box (Example: HR Department files ) 11. Minor description: Additional 30 alpha-numeric characters available to help identify contents of box (eg. Leavers Records)

4 archive Barcode labels How to use barcode labels Barcode labels come in two parts the upper part, where the large 9-digit number is written, is to affix to your boxes as a reference. The lower part can be attached to a print-out of your transmittal sheet and used for your internal reference. Where do I affix my barcodes? Each box needs a barcode label affixed as shown below. Customer Box Number (if any) Iron Mountain Barcode Box Info Panel Archive StorAge transmittal Sheet #1 #2 #3 #4 #5 Barcode Number: Customer ID: ESE02 ESE02 ESE02 ESE02 ESE02 Customer Name: Lyreco Lyreco Lyreco Lyreco Lyreco account number: account name: Workplace Solutions Ltd Completed By: John Smith Telephone Number: Date completed: 01/07/2014 Customer ref number: Box 42 Major description: HR Records Minor description: Leavers Records SUBMIT TERMS AND CONDITIONS By ticking this box you agree to the Terms and Conditions of sale Terms and Conditions can be found on pages 2 and 3 of this document Transmittal Sheet Once you have affixed your bar code to a box, you need to use the 9-digit reference number in the transmittal sheet as shown above.

5 Archive Placing an Order 3. Place an order for collection When you ve filled in the transmittal sheet, please it to Once we have entered the details onto our system an will be sent detailing all the information that you have given us on the transmittal sheet. It is important that you check this information to ensure that it is correct for each box we will be collecting. Please note we recommend that when you have ed us your transmittal sheet you print a copy off, affix the lower parts of the relevant barcode labels and keep the copy for your records. 4. Make sure your boxes are ready for collection Before you contact us to collect your boxes, please do a careful check that your boxes meet our collection requirements, otherwise we will be unable to take your boxes away. Make sure that: You are only using the Archive boxes you have been sent Boxes are not too heavy (each box should weigh no more than 10kg) Boxes are not broken or damaged anywhere Boxes all have security seals Boxes are not over-full All boxes have barcodes affixed correctly (barcodes should be affixed to the correct place on the front of the box, NOT on the lid) Example of boxes that we cannot collect:

6 Archive How to Put the Box together LYR5254