L A U N C H I N G 2 0 1 7

ARKIVE Inventory Manager System

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❖ Welcome

❖ Introduction to MAP

❖ Accessing and Logging into MAP and AIM

❖ Introduction to AIM

❖ Searching for and Filtering Inventory

❖ Adding New Inventory

❖ Adding Items to Cart and the Check-Out Process

❖ Requesting Bulk Collections

❖ Searching for Work Orders and Checking Status

❖ Running Reports

❖ In Development

❖ LIVE DEMO3

A g e n d a

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In today’s increasingly complex world, protecting

what matters most has never been more

important, or more challenging.

Whether physical assets, digital information,

regulatory compliance or cultural treasures,

ARKIVE keeps assets safe and secure.

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I N T R O D U C I N G M Y A R K I V E P O R T A L

My ARKIVE Portal (MAP) will be your new home for self-managing your account

online. MAP provides links to both the billing and inventory-management aspects of

your account, and will house ARKIVE’s future digital offerings. 44

G E T T I N G T O M Y A R K I V E P O R T A L

To access the My ARKIVE Portal (MAP), 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. Additionally, users can go directly the

MAP homepage via www.myarkiveportal.com. 4

LOGIN TO MY ARKIVE PORTAL

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L O G G I N G O N V I A M Y A R K I V E P O R T A L

Once at the log in page, enter your user name and password in the appropriate fields. You will be

taken to main menu.

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N A V I G A T I N G T O A R K I V E I N V E N T O R Y M A N A G E R ( A I M )

Once inside My ARKIVE Portal (MAP), there is a section with a 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 upon a user’s access and service agreement, including Digital

Delivery, MyKloud, and Certificates of Destruction. These services/functions will be covered more in-depth as they are

introduced in the future. 47

A R K I V E S U I T E O F D I G I T A L S E R V I C E S

• Digital File Management application which allows you to securely store, view, and retrieve

your electronic documents

• Allows multiple depts. to be setup, mirroring the existing hierarchy of your physical storage

account. Users can also be setup with different access and security levels.

• Can emulate any preexisting inter-departmental workflow processes, with approvals

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• Method of delivering electronic versions of your physical records currently held at ARKIVE

• Alternative to physical delivery, saving time and eliminating transportation costs

• Allows for scanned documents to be easily migrated into MyKloud

A R K I V E I N V E N T O R Y M A N A G E R ( A I M ) S Y S T E M

Welcome to the ARKIVE Inventory Manager (AIM) system, which gives you access and

control over your stored 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 perform

many tasks yourself, eliminating telephone calls and miscommunications.

Through AIM and your Internet connection, you can query your inventory 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.

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S E A R C H F O R I N V E N T O R Y

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AIM opens to the Search Inventory screen

At the top of the screen is a search field. This is a dynamic search field, which allows you to

search on any keywords across all metadata fields 10

You can search multiple ways

S E A R C H F I L T E R S

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After searching, you have various options for further defining your selections.

Click “+” to expand a section. Click “– “to close a section

A grayed out count is included for items that don’t

match your filtered criteria but were included in the

original results.

Filters (such as accounts that contain

sub accounts) are displayed in a tree

view.

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S E A R C H F I L T E R S

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This filter lets you manually select the Specific

Inventory Type

Select the check box for the type item you want

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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.

S E A R C H / F I L T E R B Y D A T E

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Add date is the date an item was added to the database, while Destroy Date refers to the date an item is eligible

for destruction. To include either date in your search, click the drop down arrow in the top field and select from the

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 just a From date or just a To date. It is not necessary to

enter both.

I T E M S T A T U S

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A C C O U N T C O D E

Destroyed = no longer exists

In = item at ARKIVE facility

Out = item at your site

Perm Out = Item returned to the customer and will not be coming back to ARKIVE

Pending = Item was added via AIM but has not 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.

A C C O U N T C O D E R A N G E

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A D D I T I O N A L V I E W O P T I O N S

Within the results window, you are able to reorder the columns based upon the info most relevant to query. Simply

click and drag the column header to reorder as needed.

AIM will only return a maximum of 5,000 items. In order to view the exact inventory, narrow your search options

down. Remember –to clear results of a previous search, click Clear Search. 415

A D D I N G N E W I N V E N T O R Y T O A I M

• When adding new inventory to your account

(items not currently in inventory nor every with

Arkive), simply click the corresponding Add link

(Container, Filefolder, or Tape on the right-hand

side of the screen under Tasks

• The Add screen to the right will present, allowing

users to enter as much info for the new item

• From there, a user can add it immediately to the

cart by pressing Add to Cart, or users can simply

press Add, allowing for future ordering

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A D D R E Q U E S T S T O C A R T

Search for an item you want to order. Once highlighted, you can add an individual item by pressing the

cart icon on the left side of the screen or by right-clicking and selecting “Add Item to Cart”.

To add multiple items at once, select all items, right-click and then select “Add Selected Items to

Cart”4

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

A D D R E Q U E S T S T O C A R T ( C o n t )

Whether adding one or multiple items to cart, this screen

will present, allowing you to stipulate requestor, cost

center, and any item-centric comments.

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.

R E Q U E S T I N G B U L K C O L L E C T I O N

• Used for when you have containers, file folders, or tapes

that need to go to storage

• Don’t want to list out the items individually

• On the right hand side of the screen, under the “Order”

section, click “ Bulk Items”

• 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 finished entering – click “Add to Cart”

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Once all items have been added

to the cart, users can check out

by clicking the green Check Out

button on the lower right-hand

side of the page

C H E C K O U T P R O C E S S

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C H E C K O U T P R O C E S S ( C o n t ) Once selecting Check Out, your first step will

be to select the account under which this

order is to be placed. For most users, only

one account will be listed, along with any

associated sub-accounts. Select the account

by right-clicking and selecting “OK” and then

press the tab key to move to the next field.

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C H E C K O U T P R O C E S S ( C o n t )After an account has been selected, the default contact and

address will auto-populate. Users can update this info, and if

additional addresses are saved to your profile, those are available

by selecting “Choose Address”. User then select the speed of

delivery by choosing the appropriate Service Priority and then

press “Place Order”.

Once complete, the Order Confirmation will generate, which can

be printed or saved for your records.

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S E R V I C E P R I O R I T Y D E T A I L S

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

C H E C K I N G S T A T U S O F W O R K O R D E R S

After placing an order through AIM, users can track the status as it is fulfilled by ARKIVE.

Upon logging into AIM, simply click “Order Status” on the right side of the screen to be

taken to the Status screen. From there, users can search for their orders a variety of ways.4

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S E A R C H O P T I O N S F O R W O R K O R D E R S

SEARCH BY DATE RANGE

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Users can find the orders that you want to track using

different criteria. Search the system by batch, tracking, or

work order numbers, or pull up any orders that were

placed during a specified time period. Alternatively, users

can search by the orders’ status to find all orders that

have reached a specific status.

SEARCH BY

ORDER STATUS

* Submitted

* Scheduled

* Work order

* Fulfilled

* On-Hold

* Cancelled

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R U N N I N G R E P O R T S

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The My Arkive Portal has multiple reports available to users

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The most common report type is the

inventory report, know in MAP as the Item

Report. The next few steps will walk

through pulling that report, but know that all

report types are structured very similarly

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To begin, select Item Report from the Report Name field, select

your Facility and then enter your account details. This report

can be further constrained by narrowing the request to a

specific dept or depts. or by stipulating a range of Add Date(s).

The other reports will require a similar setup (facility and

account details) while providing

R U N N I N G R E P O R T S ( C o n t )

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Once the report runs, the above summary will present. The individual item details can then be

accessed by pressing the plus sign next to the indicated sections to expand the view.

Additionally, this information can be exported from MAP in one of three formats: Excel, PDF,

and Word.

R U N N I N G R E P O R T S ( C o n t )

I N D E V E L O P M E N T

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As this is a brand new system, we at ARKIVE are seeking to implement familiar services while introducing

new features.

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User Management: Arkive is currently developing the functionality that will allow account administrators to

manage their own user base through the Portal. In the interim, users access can controlled by contacting

Client Services or your dedicated Account Executive

Bulk Upload: Another service in active development, the bulk upload utility will allow users the capability

of adding new inventory to AIM without the need for one-by-one entry. In the interim, users can continue to

capture their metadata and provide those spreadsheets to the Client Services team for processing.

Invoices: ARKIVE will be introducing a new service on MAP that will provide users the ability to view and

pay their invoices and track payment history through the same system where every other facet of their

account is managed.

Be on the lookout for more information as these services near their introduction on MAP and AIM

A R K I V E I S C O M M I T T E D T O P R O V I D I N G

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