Unify Your Data To A Single Platform

Topics: Store and Protect Information

Download PDF

What If You Could...

  • Access and apply retention, policies and holds consistently across all records from a unified system?
  • Ensure all records of all types are classified upon creation for efficiency, consistency and defensibility?
  • Quickly and easily find the records you need, when you need them?
  • Integrate your existing ECM with your records management capabilities so they share a common policy?

Business Challenge

Explosive record growth, especially for electronic records, has caused your records to be stored in multiple formats at different locations. This can make it difficult to find what you need when you need it and causing loss of user productivity. It’s impossible to keep up with the growth of unstructured electronic data, but a single system across all records formats would relieve stress and be in the best interest of your company.

Unclassified and over-retained records in both physical and electronic formats are being used against companies like yours for litigation. eDiscovery requests for litigation are time sensitive. On average it takes 25 days to locate eRecords that don’t reside in an enterprise content management system (ECM).1 Successful PR and crisis response requires immediate access to all of your critical records.

Unfortunately, many physical records that should have been destroyed along with the explosion of electronic records and casual social media use can also be used against you. Being unprepared and unable to locate the information you need puts your company at risk.

What You Gain...

  • Discover, access, manage and destroy records of all types — including physical records stored with other vendors.
  • Set administrative controls to effectively capture metadata for all new records; electronic, physical and social for defensible consistency.
  • Search for records across all formats, enhancing user efficiency with appropriate administrative approval.

How This Affects You

  • Your users can’t find unclassified, high-value information
    because records are retained in different systems,
    which lowers productivity and increases lost-opportunity costs.
  • Manual steps and multiple applications increase human error,
    decrease defensibility and magnify litigation risk.
  • Decentralized admin control results in failed user records
    classification, added discovery costs and risk.

Iron Mountain RIM 360° Solution for the Unifier

RIM 360˚ is a records and Information management solution designed to help your company become more organized and cut costs. With Iron Mountain, you can achieve a unified system where you can manage all record formats for consistent policy application, defensibility, efficiency and reduced risk.

RIM 360˚ can improve access and retention management for your company. Given proper indexing and inventory systems, it enables your company to be better prepared for litigation or discovery requests. By combining both physical and electronic information into one system, you’ll be able to locate what you need, when you need it. You will be able to manage, discover and destroy your records in a single platform.


Customer Success

A large, multinational software corporation needed to assess its physical records to reduce its inventory. It was also experiencing explosive growth of its electronic records, which it had been storing in multiple locations, and that was causing productivity loss as its end users need to search multiple applications to find their records. The corporation sought a solution that would unify its physical and electronic records and optimize their business processes for discovery and management, while ensuring global policy adoption for compliance by programming rules into the application managing policy in one place. To accomplish these goals, the corporation chose to deploy Iron Mountain® Accutrac® and integrated it with SharePoint® using Gimmal’s connector and Information Governance Suite. The solution helped the corporation streamline its RIM program, providing consistency, efficiency, and cost savings as well as defensible policy adoption, management and reporting. The new unified records management platform also increased visibility, access, control and management of all records — both physical and electronic — across the organization’s global footprint.


Related

Records Management Solution Brief
Records Management Solution Brief

Topics: Govern Information

With Iron Mountain Records Management services, you'll have the resources you need to effectively store and safeguard your information assets, and make them easily accessible to individuals across your organization.