Iron Mountain Consulting Services Client Forum

Iron Mountain Consulting Services Customers Share Dynamic Lessons & Experiences at Client Forum

Group Highlights the Need for Successful Records and Information Management

For two days in Las Vegas, 26 companies, representing a range of industries from insurance and banking to manufacturing and energy, gathered for an exchange of ideas. One central question on the table: What are the best practices in records management? The end result was more than 50 experts sharing challenges, advice and new ideas at the first-of-its-kind Iron Mountain Consulting Services Client Forum. This free-form discussion produced a wealth of new insight and universal guidelines for any organization looking to build a records management program.

The group of participating customers shared their specific experiences on building a successful records management program and offered unique perspectives on a range of industries. Key Energy Services, for one, benefited from an organized and secure e-record management system during routine litigation, where easy access was critical. Iron Mountain Consulting Services must often help build programs for companies with highly diverse needs. Hines, a decentralized international real estate company, now operates with one uniform e-records solution, which is successfully applied across the entire business. At Citizens Financial Group, the company not only implemented a strong, central e-records management program and achieved higher efficiency, but also incorporated Iron Mountain’s e-learning services to reinforce company-wide best practices. MGM Mirage sought consistent policy and procedure compliance; as a result and with the support of Iron Mountain, the company now holds regular employee training sessions.

Today, maintaining and managing information is a difficult task. Advancements in technology, the surge of digital information and new records management requirements and laws add new layers of complexity. At the same time, organizations must meet both internal governance procedures and external regulation and auditing requirements. Tackling these challenges, in addition to corporate responsibilities, requires simplification, guidance and support.

Iron Mountain clients recognize the importance of sound governance practices, maintaining consistent processes and implementing compliant records management procedures. Increasing volumes of information must be controlled and managed at each stage of a record’s lifecycle, from creation through destruction, including record retention and preservation for legal holds. Secure destruction of records is a critical component as it ensures consumer and patient privacy and confidentiality compliance mandated by HIPAA, Gramm-Leach-Bliley and other legislative acts.

Drawing from their experience with Iron Mountain Consulting Services, Citizens Financial Group, Hines, Key Energy Services and MGM Mirage offered the following guidance for organizations seeking to manage their physical and electronic records: Obtain senior management buy-in and support Before beginning any program planning, establish an executive-level steering committee with organization-wide representation from legal, IT, finance, compliance, risk management, human resources and records management. Senior level sponsorship is critical for the long-term success of the program and demonstrates strong commitment of compliance to company constituents.

Iron Mountain Consulting Services Customers Share Dynamic Lessons & Experiences at Client Forum Iron Mountain Consulting Services Client Forum US-RM-CS-030508-001

“As a highly decentralized international real estate company with more than 1,000 properties in our portfolio, implementing a uniform e-records solution was a challenge for our firm. With the help of Iron Mountain Consulting Services, we have standardized our records management procedures, and have applied them to our company-wide data capture platform in e-records management." - Sylvia Hu Records Manager Hines

Group Highlights the Need for Successful Records and Information Management

“Before doing anything, it was important to form a steering committee to develop the plan and obtain senior management buy-in. Also important after implementation of the retention schedule is to leverage tools that can facilitate regular training and enable consistent compliance with policies and procedures throughout the organization." - Roy Hoernke, Jr. Director, Records Management MGM Mirage

IRON MOUNTAIN CONSULTING SERVICES CLIENT FORUM (800) 899-IRON www.ironmountain.com/crm 745 Atlantic Avenue Boston, Massachusetts 02111 (800) 899-IRON

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