WRLC has established an automated procedure for transmitting data to Iron Mountain for new boxes being sent for storage. This process utlizes the data already entered in the Voyager database for the items. Each item to be transferred to Iron Mountain should have an item record attached to a bibliographic record in the Voyager database. The steps for creating a data file to be sent to Iron Mountain are outlined below.

Updating item records in Voyager

For each box that will be transferred to Iron Mountain for storage, there should be an item record in the Voygaer database. Each item record should contain the following elements:

1. An appropriate Iron Mt. location code
2. A box number in the enumeration field
3. The Iron Mountain SKP barcode in the item note field

Creating an item record file

When all item records have been updated, a file of the Voyager item barcodes should be created and stored on your workstation (the Voyager item barcode is the 14 digit barcode beginning with a "3"). The simplest way to do this is by scanning the barcodes. The file should be in plain text format (.txt) and contain one barcode per line, and only the item barcodes should be included. (See the following example)

Creating a data file for transmission to Iron Mountain

The data sent to Iron Mountain must be in a specific format. A web form is available on the WRLC Library Staff Intranet that accepts the file of barcodes created in the last step as input and creates an appropriate data file. The file is in a delimited text format, and needs to be imported into an Excel spreadsheet for Iron Mountain.

The steps required to create the Excel spreadsheet are:

1. Open the Iron Mountain Data Transmittal Form
2. Use the "Browse" function to select the item barcode file
3. Use the "Download" function to download and save the output
4. Review the downloaded file using Notepad. If "??" appears in some of the text, this is because characters in the data could not be converted to ASCII (which Iron Mt. requires). Use the "Replace all" function in Notepad to remove the question marks from the data.
5. Open Excel and select "Get external data" to import the data into the spreadsheet.
6. For importing, the file is a delimited file using the "|" as the delimiter. Change the data format for all columns fron "General" to "Text". Save the spreadsheet. Select cell $A$3 to place the data (leaving rows 1 and 2 blank).
7. Copy the two rows of the IRM Transfer Template and paste in the first two rows of the spreadsheet. Save the spreadsheet.

Transferring data and boxes to Iron Mountain

Once the Excel spreadsheet with the data has been created it should be sent to:

Cindy.Martin@ironmountain.com

Box pickups can be arranged using the IMConnect website. For IMConnect accounts and training, contact Bruce Hulse at WRLC (hulse@wrlc.org).