Boxes are used to store and organize file parts, but are usually not a part of the file plan.

Note the following when setting up boxes:

• It is preferable to pack boxes by matter, and not mix matters within boxes, as this creates problems in retaining and retrieving files from the off-site storage. For example, when destroying eligible boxed records, if matters are mixed across boxes, you need to first recall a box, rebox the non-eligible records from it, and then return the box to storage.

• When it is time to destroy records mixed in the same boxes, remove and rebox items that are not eligible for destruction, and then proceed with the destruction of the remaining items.

• Box numbers from multiple off-site vendors can cause the problem of duplication.

  • IRM enables configuration of a vendor identifier. This is prepended to the box ID number, ensuring all box identifiers are unique. We recommend that you configure vendor identifiers if you are using multiple warehouse/off-site vendors. For more information, refer to Appendix 3: Configuring warehouse vendor IDs of iManage Records Manager Administration Guide.

  • Another option isn't to use box numbers from the off-site vendor as the application box number. Generate the box number through the application, and retain the vendor box number in a separate field such as the name field. This will allow the vendor box number to be keyword-searchable.

For information on setting up boxes, refer to Manage Boxes.