Online System Quick Reference Guide

INDEX:

  1. HOW TO ORDER FILES
  2. HOW TO RETURN FILES
  3. HOW TO ORDER BOXES
  4. HOW TO RETURN BOXES
  5. HOW TO SEND NEW BOXES INTO STORAGE
  6. LOGGING IN TO FEDERAL RECORD STORAGE WEBSITE
  7. MANAGING USER ACCOUNTS
  8. CHANGE MY USER ACCOUNT
  9. MANAGE SERVICE REQUEST ADDRESSES
  10. MANAGE ACCOUNT DIVISIONS AND COST CENTERS
  11. MANAGE ACCOUNT USERS
  12. ACCOUNT INVOICE LISTING
  13. MANAGE MINOR FILE DESCRIPTIONS
  14. SERVICE REQUESTS
  15. ORDER NEW BOXES
  16. PICK UP NEW BOXES
  17. DELIVER FROM STORAGE
  18. RETURN TO STORAGE
  19. DESTRUCTION
  20. LIST SERVICE REQUESTS
  21. INDEXING FILES
  22. INDEXING FILES FOR A SERVICE REQUEST
  23. INDEXING FILE FOR INVENTORY
  24. TRANSFER A FILE FROM ONE BOX TO ANOTHER
  25. VIEWING INVENTORY
  26. BOX VIEW
  27. FILE VIEW
  28. REPORTS

QUICK LIST FOR MAIN PROCEDURES:

HOW TO ORDER FILES
  1. Sign On
  2. Click on Deliver From Storage
  3. Switch to File Selection
  4. Use the selection criteria to lookup the file
  5. Click on the Select File link to add to service request
  6. Make a list of files not found
  7. Repeat steps 3, 4, 5 until all files that are needed are selected
  8. If files were not found – Switch to Box Selection to index
  9. Use the selection criteria to lookup the box
  10. Use the contents link to add a new file to the box
  11. Repeat steps 9 and 10 until all files are indexed
  12. Switch back to File Selection
  13. Repeat steps 3, 4, and 5 until all files are selected
  14. Return to the main menu and click on List Service Requests button
  15. Review the service request. Verify the boxes and files listed, address, phone numbers, any special instructions, service date and requested service level. Click the Edit button to change any information
  16. Click Release to Process
  17. Click OK to confirm
HOW TO RETURN FILES
  1. Sign On
  2. Click on Return to Storage.
  3. Use the selection criteria to lookup the file.
  4. Click on the Select File link to add to service request.
  5. Repeat steps 3 and 4 until all files that are needed are selected.
  6. Return to the main menu and click on List Service Requests button.
  7. Review the service request. Verify the boxes and files listed, address, phone numbers, any special instructions, service date and requested service level. Click the Edit button to change any information.
  8. Click Release to Process.
  9. Click OK to confirm.
HOW TO ORDER BOXES
  1. Sign On
  2. Click on Deliver From Storage.
  3. Switch to Box Selection.
  4. Use the selection criteria to lookup the Box.
  5. Click on the Select Box link to add to service request.
  6. Repeat 4 and 5 until all boxes that are needed are selected.
  7. Return to the main menu and click on List Service Requests button.
  8. Review the service request. Verify the boxes and files listed, address, phone numbers, any special instructions, service date and requested service level. Click the Edit button to change any information.
  9. Click Release to Process.
  10. Click OK to confirm.
HOW TO RETURN BOXES
  1. Sign On
  2. Click on Return to Storage.
  3. Switch to Box Selection.
  4. Use the selection criteria to lookup the box.
  5. Click on the Select Box link to add to service request.
  6. Repeat steps 4 and 5 until all boxes that are needed are selected.
  7. Return to the main menu and click on List Service Requests button.
  8. Review the service request. Verify the boxes and files listed, address, phone numbers, any special instructions, service date and requested service level. Click the Edit button to change any information.
  9. Click Release to Process.
  10. Click OK to confirm.
HOW TO SEND NEW BOXES INTO STORAGE
  1. Sign On
  2. Click Pickup New Boxes.
  3. Enter box information.
  4. Click Save Box and Index Files. This will display the contents screen and allow you to enter all the file information for the box. This will be very useful in the future when you are ready to select these files for delivery or to return them to storage.
  5. When finished return to the main menu and List Service Requests.
  6. Release the order and click OK to confirm.

HOW TO SEND NEW BOXES INTO STORAGE

To access the Federal Record Storage website go to www.TheFileCenter.com Click on Client Login to open the login page. Each account needs an Admin user. Contact the Federal Companies to receive an admin user login and password. Then type in the user login and password on the login page. The next page displayed is the Record Manager Main Menu. The user login and password are case sensitive.

MANAGING USER ACCOUNTS

CHANGE MY USER ACCOUNT

Clicking on this button allows the user to manage the email, phone numbers and password associated with their user login

MANAGE SERVICE REQUEST ADDRESSES

This option is only available to the Admin user. Clicking on this button will display the service addresses for your account. These addresses are used when created service requests. This allows quick entry so the address does not have to be reentered every time there is a new service request. There are two links next to each address. The edit link when clicked will display a new screen to allow editing of the address selected. The view link when clicked will only display the address selected. The Add Service Request Address button under the account name will display a new screen to enter an additional address.

MANAGE ACCOUNT DIVISIONS AND COST CENTERS

This option is only available to the Admin user. This button will display all divisions associated with the account. To add a new division, enter the new division in the text box near the top of the page and click on the Add Account Division button. To edit or remove a division, email FRS@FEDERALCOS.COM with your request. The cost centers for the division are displayed by clicking on the Cost Centers link next to the division. This will display all the cost centers associated with that division. To add a new cost center, type in the new cost center in the empty text box near the top of the screen. The selection box under that allows you to select a default address associated with the cost center. This address will be the default when creating a service request for this cost center. Click Add Account Cost Center Button to save. To edit a division, click on the Edit link next to the division. This will fill in the text box near the top of the page. Edit the cost center name and address then click the Save Changes To Account Cost Center button.

MANAGE ACCOUNT USERS

This option is only available to the Admin user. Clicking this button will allow editing, removing and adding of users. Click Add Account User button to add new account user. Fill in the information on the page and click the appropriate authority boxes for that user. The admin user can grant or deny as much authority as needed to a general user. If you want to select boxes or files for any division and cost center but you want it all billed to a specific division and cost center select that appropriate division and cost center next to the Access Billing Assignment. When all the information is entered click the Add User Account button. To edit a user account, click the Edit link next to the user name. When finished with changes click the Save User Account Changes button. If you want to remove a user click the remove link next to the user. A confirmation OK button will appear at the top of the screen. Click OK or Cancel to confirm removal.

ACCOUNT INVOICE LISTING

This option is only available to the Admin user. This displays your account invoice listing. You can see a breakdown of charges all the way down to a specific service request. It also allows you to view or email your invoices or service requests in a PDF format.

MANAGE MINOR FILE DESCRIPTIONS

This option is only available to the Admin user. Clicking the button allows you to maintain a list of generic minor file descriptions to make indexing of files quicker. To add a new file description click on the Add Minor File Description button. Enter the information. Then click on the Add Minor File Description Button to save. . If you want to remove a minor file description click the remove link next to the file description. A confirmation OK button will appear at the top of the screen. Click OK or Cancel to confirm removal.

SERVICE REQUESTS

This section of the menu allows you to create and view service requests. When you select boxes or files to add to service requests the system automatically checks to see if there is an open service request of the same type and that was created by the same user. If there is no open service request of the same type and created by the same person the system will assign the box or file to a new service request. This allows you to add to a service request over a period of time. When you are finished with an order you can release the service request and no boxes or files will be added to it anymore. There will be more detail on this later.

ORDER NEW BOXES

Clicking this option allows you to order new empty boxes. Enter the quantity, box size and division and cost center wanting the new boxes and click the Add to Order button. You can continue add boxes or click the Continue button to proceed. If you entered a quantity by mistake click on the Remove button to remove and you can re-enter. The next screen is the service request review screen. Verify all the information entered. To change the delivery information click the Edit button in the Main Information section of the page. This will allow you to edit the address or phone number. If you need to edit the quantity click the Edit button in the New Boxes Requested section of the page. If everything looks ok click the Submit Order button and an Order Submitted Successfully message will display.

PICK UP NEW BOXES

Click this button to enter new boxes. Fill in all the information you want to describe the box. When you are finished click the Save Box button it will let you know if you need to enter any other required information. If you would like to enter boxes for a different person you can select a different name from the pulldown box at the top of the screen. Another option on this screen is if you would like to save the box and index the files in the box you can click the Save Box and Index Files button instead of the Save Box button. This will display the index files screen. Click the Add a New File to a Box button to display the entry screen. You can add as many files as you need. Click return when all the files have been entered for that box.

DELIVER FROM STORAGE

This button will allow you to select boxes or files for delivery. There is a button near the top of the page that will switch between Box and File selection. If you would like to select boxes or files for delivery for a different person you can select a different name from the pulldown box at the top of the screen. Enter in the selection criteria at the top of the page the click the search button. If the box or file is not available it will be shaded. Click the Select Box or Select File link next to the box or file you want to add it to a service request. The file view only shows files that are indexed. If you don’t see the file you want it will need to be indexed before it can be selected on a service request. Refer to the Indexing Files part of the manual for direction on how to do this. Each view has a history link next to the boxes or files. This link will display the service request history of the box or file selected. The box view also has a Contents link next to each box. This will show you all the currently indexed files for that box and allows editing or adding of files to the box.

RETURN TO STORAGE

This button will allow you to select boxes or files to return to storage. There is a button near the top of the page that will switch between Box and File selection. Enter in the selection criteria at the top of the page the click the search button. If the box or file is not available it will be shaded. Click the Select Box or Select File link next to the box or file you want to add it to a service request. The file view only shows files that are indexed. If you don’t see the file you want it will need to be indexed before it can be selected on a service request. Refer to the Indexing Files part of the manual for directions on how to do this. Each view has a history link next to the boxes or files. This link will display the service request history of the box or file selected. The box view also has a Contents link next to each box. This will show you all the currently indexed files for that box and allows editing or adding of files to the box.

DESTRUCTION

This button will allow you to select boxes for destruction. Only boxes are destroyed. Enter in the selection criteria at the top of the page the click the search button. If the box is not available it will be shaded. Click the Select Box link next to the box you want to add it to a service request. The history link will display the service request history of the box selected. The Contents link will show you all the currently indexed files for that box.

LIST SERVICE REQUESTS

This screen will display all service requests for your account. You can use the selection criteria at the top of the page to narrow down your search. The service requests will display at the bottom of the screen. All service requests need to be released to process in order for your service request to be complete. The admin user can decide whether other users have authority to do this. Authority is granted through the Manage Account Users option on the main menu. Use the links next to the service request to edit, review or void a service request. If you would like to void a service request you must click the Review link and remove all the activities on the service request. Once all the activities have been removed you can click the Void link next to the service request. It is good practice to edit the service request before releasing it. This allows you to verify the service location information and also you can edit whether it is a scheduled or special service. When you are finished adding boxes or files to a service request, click the Release to Process link next to the service request. This will notify The Federal Companies that the service request is complete and we will complete the transaction. General users will only see the service requests they have created.

INDEXING FILES

Files have to be indexed to a box in order to select them on a service request. Once a file is indexed it stays in our system permanently. There is no need to index the same file more than once.

INDEXING FILES FOR A SERVICE REQUEST

When requesting a file for a service request, first check the file view to make sure the file doesn’t already exist. If the file does not exist for that box, use the button at the top of the page to Switch to Box Selection. Next, find the box where you want the file. Click on the Contents link to edit the box contents. Add the file to the box. After the file is added to the box click return to return to the selection screen. Switch to File Selection; find the file you just entered. Then click on the Select File link to add it to a service request.

INDEXING FILE FOR INVENTORY

Files can be indexed for inventory as boxes are brought in initially. On a Pick up New Boxes service request when you save the box you can either click Save Box button or you can click Save Box and Index Files button and this will allow you to index files as they are brought in to the warehouse. The other way to index files for inventory is to use the View/Change Account Inventory button and switch to Box Inventory View. After you find your box you want to add files to click on the Contents link to add files to the box.

TRANSFER A FILE FROM ONE BOX TO ANOTHER

There is a field at the bottom of the “Add A File To A Box” page named “Index Number” and a button named, “Lookup Indexed File”. When you put in the number of the file and click “Lookup Indexed File” the file’s information is displayed and the “Add Indexed File To This Box” button is displayed. Use this button to transfer the file that is “file out of box” of a different box into this box with status of “file in box”. Some customers have files that are always returned into new boxes, never back into their original boxes.

VIEWING INVENTORY

Click on the View/Change Account Inventory to view box or file inventory. Use the Switch to Box or File Inventory button at the top of the page to switch between box and file view. Use the selection criteria at the top of the page to narrow your search of boxes or files. Click search to view inventory.

BOX VIEW

There are three options available when viewing box inventory. The Edit link allows you to edit the box information. You can edit any information about the box except the box number, box size, division or cost center. The Contents link allows you to view the files indexed to that box and to edit or add files to the box. The History link displays all the activities associated with the box.

FILE VIEW

There is one link option available when viewing file inventory. The File History link displays all the activities associated with the file. If you would like to edit a file or add a new file to a box use the box view to find the box then click on the Contents link to edit the box contents.

REPORTS

This button brings up a list of reports that you have authority to run. Click on the Run Report link next to the report you want and it will display selection criteria for the report and an entry for email address. Enter the information and then click Email Report. The report will be emailed to you in a PDF format.

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