May 2017

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Table of Contents

Introduction ........................................................................ 3 Accessing the My ARKIVE Portal......................................... 3 The Dashboard .................................................................... 4 Accessing AIM ..................................................................... 4 Searching/Filtering Inventory ............................................. 5 Adding New Inventory ……………………………………………………. 9 Work Orders ........................................................................ 11 Adding items to cart ………………………………………................... 11 Bulk Pickups…………………………………………………………………….. 14 Supplies……………………………………………………………………………. 15 Check out Process…………………………………………………………….. 15 - Select Account 16 - Select Contact 16 - Select Address 16 - Service Priority 17 - Order Confirmation 18

Checking Work order status ................................................ 19 Generating Reports via MAP................................................ 21 Contact ARKIVE…………………………………………………………………… 22

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Introduction

The ARKIVE Inventory Manager (AIM) system gives you secure access and control over your stored records and information from any web browser, any time day or night, from anywhere in the world. AIM allows you to access your record center’s database and preform many tasks yourself, eliminating telephone calls and miscommunications. Through AIM and your Internet connection, you can securely query the record center database, request pickups or deliveries, check the status of your orders, and update the information associated with your stored items. The AIM system’s modern interface provides full text search functionality, robust filtering options, and easy access to critical business information all in real-time.

Accessing My ARKIVE Portal

To access the ARKIVE Inventory Manager (AIM) system, go to ARKIVE’s website at www.myARKIVE.com and click on the “Secure Login” link on the top left hand corner of your page.

LOGIN TO MY

ARKIVE PORTAL

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Once you are at the log in page, enter your user name and password in the appropriate fields. You will be taken to the MAP - My ARKIVE Portal main menu (where you can access AIM – ARKIVE Inventory Manager). Security is important to you and your records. AIM respects and requires that everyone who logs in have a current User Name and Password. These names and passwords are set up through your primary records administrator.

The Dashboard – Assessing AIM Once inside the Portal, there is list of available ARKIVE services down the left-hand column starting with ARKIVE Inventory Manager (AIM). Click on “AIM” to begin managing your inventory and placing work orders. Additional services and functions are listed, depending on the user’s access and service agreement, including Reports, Digital File Management, Data Entry, COD- Certificates of Destruction, and invoices. These services/functions will be covered more in-depth as they are introduced in the future.

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Searching/Filtering Inventory At the top of your screen is a search field. This is a dynamic search field, which allows you to search on any keywords across all meta data fields.

You can search on all items in the database. To limit the search, filters can be applied. The text search searches all the text columns relating to items. Once a filter is selected, the filtered count appears next to each section. This is the number of items that match the criteria and are included in your results.

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Select the check box for the type of item you want.

This filter displays all available sub-types of the Inventory Type selected. If Container is the only inventory Type selected, then only Container sub-types will be displayed here. When no filters have been selected and no search text has been entered, this panel will not display. The last box in the bottom right corner is a filter that lets you manually select the specific Inventory type you want. Following is information to search or filter by date. “Add date” is the date an item was added to the database. To include an “Add Date” in your search, click the drop-down arrow in the top field. Select from available options. If you select “Between”, you will need to enter a “From/To” date. Type in a date, or click the grid picker next to the field to select a date. You can select a “From date” or just a “To date”. It is not necessary to enter both.

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You can also search based on an Item’s Status. Select from the available item statuses.

Destroyed: A status of “Destroyed” means the item has been destroyed and no longer exists. In: A status of “In” means the item is at ARKIVE’s facility. Out: A status of “Out” means the item is at your site. Perm out: A status of “Perm Out” means the item was returned to you and will not be coming back to the ARKIVE record center. Pending: A status of “Pending” means the item was added by the customer via AIM, but has not yet been accepted by ARKIVE.

To search by Account Code, select from the available accounts/sub accounts. Only accounts that you have access to are displayed.

To search for items belonging to more than one account at a time, you can enter a range of accounts. Select the “Include Sub Accounts” check box if you want to include all sub accounts for the account range you entered. Click “Apply” to include the account code range in your search.

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Additional view options are available to users

Within the results window, you can reorder columns based on the information most relevant to query. Simply click and drag the column header to reorganize the columns as needed. NOTE: ARKIVE Inventory Manager – AIM will only return a maximum of 5,000 items. To view the exact inventory, narrow your search options down. Remember, to clear results of a previous search, click “Clear Search”.

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Adding New Inventory

Note: As of this version of the user’s guide, the option for bulk uploading data is currently in development, but

not yet available. The below steps outline the process for adding individual items, as well as the process for

requesting unregistered files. If you have spreadsheet data or intend to track your metadata via spreadsheet,

that data can be sent to the Client Services team for upload. Please utilize the email at

ClientServices@myARKIVE.com.

CARTONS

For adding containers to the system, either for collection or for future work order requests, please

follow the steps outlined below.

To begin, once you’ve signed into MAP and reached AIM, on the right-hand side of the screen, select

the link “Add Container”

Once clicked, the below screen will pop up, allowing you to enter the metadata for the container:

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After entering all relevant information, you have two options. To add the item for a future request,

simply press the “Add” button at the bottom of the screen. If you wish to place this item onto a new

work order request, you press “Add to Cart” and follow the prompts for placing an order. This process

is outlined starting on page 11.

FILES

Like the container process above, once logged into MAP and AIM, you will again click the link on the

right-hand side of the page, this time “Add Filefolder”. A similar screen will present, shown below:

As with containers, you will fill in the relevant data fields and either press “Add” to add to inventory or

“Add to Cart” to request the item.

If the file being requested is an unregistered item and it does not currently have a barcode, simply

press the button to the right of the “Barcode” field to generate a temporary file barcode. This button is

circled in the image above. Similar to the above, once the temporary barcode has been generated,

enter all needed metadata and then add the item either to inventory of your cart.

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Work Orders

Placing work orders is like the shopping cart feature that you may have used on many shopping websites. You can load items into the cart and then when you are ready to place and order, select the items you want included and create the Work order. Items remain in your cart until you remove then or until they are placed on a Work Order. The can contain requests for deliveries, pickups, materials, or services. NOTE: The cart only applies to the user logged in (with the exception of the Web User Administrator). So, each user will have their own cart containing only the items they have added. Items remain in the cart after you log out, so they will still be there the next time you log back in. The Cart link in the top right corner of the screen shows the number of requests in the cart and provides quick navigation to the Cart grid.

Adding items to cart Search for the item(s) you want to order. Once it is located on the search results screen, select it and then click the “Add Item to Cart” icon to add it to the cart. You can also right click on the row and from the context menu, select “Add Item to Cart”.

To add multiple items at once, select all the items and then click the “Add Selected Items to Cart” icon. You can also right click in the grid and from the context menu, and select “Add Selected Items to Cart”.

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To select or unselect all items in the grid, use the “Select All” or “Unselect All” icons. You can also right click in the grid and from the context menu, select “Select All” or “Unselect All”.

Whether adding one or multiple items to cart, this screen will present, allowing you to stipulate requestor, cost center, and any item-centric comments.

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Additionally, at this time you will select the type of service for the items being added to the cart. All users can select delivery or collection, while higher level users can also create destruction and permanent removal requests.

Viewing cart

O P T I O N S F O R A D M I N U S E R S

O P T I O N S F O R S T A N D A R D U S E R S

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Bulk pickups This option is used when you have containers, file folders, or tapes that need to go to storage, but they either don’t have barcode labels yet, or you don’t want to list them individually. It can only be used for items you want ARKIVE to pick up, you will ship or personally deliver the items to ARKIVE. Click “Bulk Items” in the Order section on the right side of the screen.

Use the drop-down arrow to select whether you want ARKIVE to pick-up your items or you will ship or personally deliver the items to the facility. Enter the number of containers, file folders, and/or tapes to be collected, and enter any relevant notes in the Comment field. The system will total the number of items at the bottom of the screen. When you have finished entering information, click “Add to Cart”.

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Supplies Materials are items that you can purchase (or receive) from ARKIVE. Commonly this includes containers of various sizes, barcode labels or tape storage bins. Based on your contracted services, ARKIVE will determine what materials are available for ordering. Click the “Materials” link in the Order section and the right side of the screen.

Check out Process Once you have added requests to your cart, you are ready to check out. This is what sends your request to ARKIVE. You can select the individual items in the cart you want to include in the order by viewing the cart prior to checking out. Simply click the cart icon on the right side of the screen.

Once ready, click “Check Out” in the lower right of the screen.

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Select Account, Contact, and Address Enter your account number and your contact information. Once you’ve selected your account details, press the tab key to navigate to the address fields. To use the default address for the account entered, click “Use Default Delivery Address”. To choose a different address, simply enter that information into the related fields. Additionally, if you have saved additional addresses to your profile, click the “Change Address” button to select from that list. The Address grid is displayed with all available addresses for the account. Right click on the address you want and select OK. The address fields are then automatically populated.

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Select Service Priority and Add Notes

Use the grid picker to select the Service Priority. There are three options available, based upon the urgency of your request and the total number of items being requested:

Next Day Service (Standard)

Same Day Service Urgent Service

If order received before 3PM local time, delivered next

business day by 5PM

If order received before 11AM local time, delivered by 5PM

same business day

If order received before 2PM local time, delivered within three hours

of request

If order received after 3PM local time, delivered 2nd business day

by 5PM

If order received after 11AM local time, delivered by 12PM next

business day

If order received after 2PM local time, delivered next business day

by 10AM

50 Items max per request 25 Items max per request 10 Items max per request

Add any notes for the order. The Notes text box is used to enter notes that describe the Web order. You can enter up to 512 characters.

When you have finished, click “Place Order”. The order is submitted and a Check Out summary is displayed.

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An Order Confirmation is displayed once the order has been successfully transmitted to ARKIVE.

Click “Open in New Tab” to view the confirmation in a full screen. Click “OK” to close the summary and return to the cart. The requests have been removed from the cart. The order has been sent to ARKIVE. ARKIVE will post the requests to a work order and fulfill your order.

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Checking Work order status Once you have placed an order through AIM, you can track its status as it if fulfilled by ARKIVE.

NOTE: If the user logged in is a Web Use Admin with permission to modify the cart, the Order Status grid will also display the Ordered By, Placed in Cart By, and Placed in Cart Date Time columns. You can find the orders that you want to track using different criteria. You can tell the system which batch numbers, tracking numbers, or work orders you are looking for, or you can pull any orders that were placed during a specified time. Alternatively, you can search by the orders’ status to find all order that have reached a specific status. You can also use more than one of the search variables to find orders that match more than one criteria.

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Search by Batch Number

Search by Date Range

Search by Order Status

• Submitted

• Scheduled

• Work Order

• Fulfilled

• On-Hold

• Cancelled

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Generating Reports via MAP The MAP reporting feature allows you to generate three report types. The reports are available real-time and can be exported to Excel in the .CSV format.

Report types are

• Activity Report – Shows the work order activity for an account for a specified date range

• Item Report – Full, detailed inventory report

• Loan Out Report – List the items in an Out status, detailing related work order number and requestor

• Summary Item Report – Summarized version of the full inventory report

• User Report – List the users active for your account and their related activities within MAP/AIM

Below are steps to generate reports: 1. Select Reports 2. Choose and select Report Type and Report Name 3. Select your facility 4. Add Level 1 account 5. Specify any Level 2 and/or 3 accounts (if necessary) 6. Depending upon the report, there are additional modifiers available, which will be stipulated

here 7. Click “Run” 8. Export the accompanying results into one of three file formats (Excel, PDF, or Word) and save

to your computer

Note: You have the option to filter and sort the reports prior to exporting.

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Have Questions or Concerns ARKIVE is committed to making your online experience secure, seamless and easy to use. For questions or technical support, please contact our Client Services Team by calling 1-844-927-5483 and hitting Option 2 or Email us your request at clientservices@myARKIVE.com.