Policy Center Solution Demo Showcase

The Iron Mountain® Policy Center solution and Global Research service digitally delivers a continuously accurate set of retention rules to your desktop, so you can keep your retention schedule current and stop retaining information you’re no longer obligated to keep. Watch our solution demos below to see several of the tool’s unique capabilities that real-world users ranked among their favorite features of Policy Center.


1. Search, Filtering, & Sharing

See how you can search and filter through thousands of legal citations and record classes to find the information you need quickly and how you can share search results within your organization.


Transcript


Information governance is your priority, so turn to Iron Mountain – the trusted guardians and future-oriented solution experts who can help protect and manage your most valuable assets.

This video will show you how you can use the Iron Mountain Policy Center solution to search and filter through the thousands of legal citations and record classes within the tool as well as demonstrate how you can share your search results within your organization, so and your stakeholders can quickly and confidently make actionable decisions about your information.

Getting started, you can use 2 primary search options within Policy Center. The first is quick search. The second is the Advanced Search option.

The first option, Quick search, is best for when you have an idea of the type of data you want to look in, such as record classes, citations, or retention rule data. To use the quick search option, simply enter your search terms in the search field. For example, if you submit “Report,” this particular retention schedule returns 47 keyword responses. Quick Search supports Boolean logic and operators to get you quickly to your desired results.

You’ll notice that the word REPORT is highlighted on several lines. That indicates the responsive term was found in the record class description, and provides a visual cue to help guide your eye as you scan the results.

In cases where your search term is not visible in bold within the results, you can click on the record class, to access the metadata associated with the record class. Here, you’ll see your search term listed in the field titled SYNONYMS, which are the record type or record examples associated with this record class. Now let’s explore the second search method.

You can perform Advanced Searches, which are useful when you want to look across multiple data types, such as citation data, record class information, or data maps and allows you to sift through large amounts of data so you can target the information you’re looking for. Similar to the Quick Search, you can also use Boolean and Wild Card searches in your Advanced Searches. For example, to access Citation information, click “Citations” and you can refine your results by adding additional search terms. In this scenario, you could search ‘report’ AND ‘cost’ to refine your results.

Next, you can perform ‘wild card’ searches. A “wild card” search is useful for finding information when you’re doing partial word searches, such as looking up an acronym, or when the term you’re searching is broad. For example, if you were submit RE(asterisk)N—the asterisk representing your wild card character—you can search for any word starting with the letters “re” that includes the letter “n.” In this case, Policy Center returns results such as, retirement, recruitment, and presentation -- everything that matches that particular pattern.

One key advantage in Policy Center is the ability to share search results and data using the Print or Export feature. In this particular search, if you needed to export all 383 citations, simply change your view setting from 50 to 1,000. Next, click Print or Export, and you’ll see options to export citations or record classes and the available fields to export.

From here you can click Export and the information will be presented to you in a CSV file. Exporting makes it easy for you to share information from Policy Center with your business leaders.

Now let’s move on to discuss how to Filter and present data in Policy Center. The Filter option allows you to control and restrict your view and the subsequent searches within a data set to help you locate the information you want to review quickly.

For example, if you were to open record class ACC 1000, you’ll notice you have both retention rule information and as well as citation information.

However, if you only wanted to look for rule mappings, you can easily do so by opening the filter window, click on Show Filters (unspoken: in the upper left hand corner), select rule mappings, and then click Apply.

The resulting view will look at those rule options, and rule mappings, so you’ll see a global as well as a US Delaware rule – as is the case in this example. Now you can see the different rules associated with these record classes.

You can also continue to further refine your view by adding additional filters.

To apply the Filters you’ve selected, click “Apply.”

The search and filtering capabilities are extensive and can help you to refine your information so you can more efficiently locate and easily share data from Policy Center with your business leaders.

For more information about other useful features within Policy Center, please visit: ironmountain.com/policycenter Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.


2. Maintenance Dashboard

Use Policy Center to receive, review, and accept updated legal content directly within the tool. Just point-and-click and your retention schedule can stay perpetually up-to-date.


Transcript


Information governance is your priority, so turn to Iron Mountain – the trusted guardians and future-oriented solution experts who can help protect and manage your most valuable assets.

For decades, Records Managers, Compliance leaders, and Legal teams have struggled to keep their retention schedules up to date, because laws and regulations change so frequently. Policy Center solves this problem.

This video will show you one of the most significant features of the Iron Mountain Policy Center solution and Global Research service, which is how you can receive, review, and accept updated legal content directly within the tool. This capability allows you to keep your retention schedule perpetually up-to-date so you can always have a reliable reference upon which to base your retention decisions.

You manage this aspect of the service, by using Policy Center’s Maintenance Dashboard. To access this, you go to, Admin, select Maintenance, and you’ll notice a number of pending citations. All of the citations seen here have been delivered by the Global Research service since the original retention schedule was created.

The Maintenance dashboard presents you with useful details about your legal citations, such as created on and modified dates. You’ll notice, for example, this first citation for Spain, ES-ALL-0022, has a .006 at the end, which indicates it is the sixth revision of that particular citation. That’s because behind the scenes, our network of legal experts constantly monitor laws in local jurisdictions on your behalf, so as our legal research team receives the updates, we push the changes to you via Policy Center.

Now, if you look in the date column you’ll notice this update was delivered in January of 2016. Version six, the latest version, was delivered in February of 2016. You’ll also note the “Type” column on the right. All of your updates will be tagged as Minor, Major, or New. These descriptions help you quickly identify the significance of an update.

Minor updates are typically editorial, and could indicate a small even grammatical change or general administrative housekeeping updates. Minor updates do not materially impact your retention program or retention rules.

Major updates, on the other hand, signal a citation change that you’ll want to review, and indicate there may be a change to the law that could directly impact your retention program. The new updates you receive are unique to Policy Center and Global Research. Updates are delivered based upon your initial subscription profile, which is scoped by the jurisdictions and types of law required to support your retention program.

This feature also protects you and your program because whenever a new citation is entered into the Global Research service database that matches your subscription profile, you’ll automatically receive any new content as part of your defined subscription.

You can review details about these updates before you accept them. By clicking on the citation link, you’ll access a description detailing why the update occurred, as well as some additional metadata. And most importantly, you can look at the actual updated citation prior to accepting it to your library. To do this, simply click on View. Once you review each notification, you’re ready to apply it to your retention schedule.

Once you’ve reviewed all the information you have received, you’re ready to Accept the changes. To Accept an update into your Policy Center instance, highlight the citation you would like to Accept and click Accept. You can also use Filters to view all citations that you’ve ever accepted into your instance of Policy Center—this gives you a historical view of your retention schedule. To view all previously accepted updates, remove Pending, and click Apply.

Remember you can print or export this historical information content as well, which is useful when facilitating conversations with your legal or information management teams and business leaders about the accuracy of your retention rules.

For more information about these and other exciting features within Policy Center, please visit: ironmountain.com/policycenter. Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.


3. Drag and Drop Taxonomy

You can use Policy Center’s flexible interface to renovate your retention schedule’s taxonomy structure at your convenience—saving you time and making it easy to publish and review changes.


Transcript


Information governance is your priority, so turn to Iron Mountain – the trusted guardians and future-oriented solution experts who can help protect and manage your most valuable assets.

You may be all too familiar with the challenge of keeping a traditional retention schedule current and how it also involves ensuring your taxonomy aligns accurately to your organization’s structure. This video will show you how the modern Iron Mountain Policy Center solution, features a flexible, Drag and Drop interface which enables you to renovate your retention schedule’s taxonomy structure at your convenience, saving you time and making it immensely easy to publish and review changes.

So now let’s look at a few features of this drag-and-drop capability, which you find useful in your daily activities when you want to:

  • Add New or Remove existing Record Classes or
  • Combine two or more existing record classes.

The benefit of the interactive interface is, while your legal citations stay current by virtue of your Iron Mountain Global Research service subscription, you can use this feature of Policy Center to ensure your retention schedule structure meets the needs of your organization.

To use this feature, you first need to access the Record Class Taxonomy. In this example, you see a four-level taxonomy.

“Transaction Business” is level one, “Advisory” is level two, followed by “Accountancy and Tax Advisory” as level three, followed by a number of record classes as level four. Collapsing record classes is easy. You simply click and hold, and then drag-and-drop them into the record class you want to collapse into. Policy Center will ask you to confirm. And the end result is your record class has become a child record of the record class above it.

To support traceability of changes we recommend that you use this approach and, once you’ve confirmed the move, you can then disable the “old” record class.

You never have to worry about missing changes, because Policy Center creates a detailed log entry for these and all other types of modifications, which makes it easy for you to go back and review any changes you make. You can access the Audit Log and, in this case, Policy Center documented the change to the Record Class from “enabled” to “disabled,” and just below that, you’ll see the log entry noting the relationship change within the taxonomy.

Policy Center’s audit log presents both the before and after effect of your changes, along with other important information. Additionally, all this information can be easily exported or printed, which you can use to share historical information about your retention schedule with your business leaders.

When you review the results of a drag and drop operation, you’ll notice that all of the mappings associated with this record class moved with it. In other words, if retention rules or citation mappings have been applied to the record class you move, these move along with the record class as well.

By using the options available in the Filter window, you can confirm that the disabled Record Class is still in the system. In this example, you can remove the “state” object which will display all Record Classes, both enabled and disabled. The flexible, drag-and-drop taxonomy within Policy Center makes organizing and restructuring your retention schedule simple, and it also captures your changes in the Audit log as you go, so you can retrace your steps and ensure complete transparency and defensibility.

For more information about these and other exciting features within Policy Center, please visit: ironmountain.com/policycenter. Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.


4. Citation Mapping

Mapping citations onto your Record Schedule allows you to collect all the drivers of retention in one place, allowing you to make decisions faster and with greater confidence.


Transcript


Information governance is your priority, so turn to Iron Mountain – the trusted guardians and future-oriented solution experts who can help protect and manage your most valuable assets.

Often customers like you struggle to map individual or groups of legal citations into your record class taxonomy. This video will show you how to find the legal source information to justify your disposition decisions using the Iron Mountain Policy Center solution.

Mapping citations onto your Record Schedule is useful because allows you to collect all the drivers of retention in one place, allowing you to make decisions faster and with greater confidence.

The easiest way to map individual or groups of citations is to click on the Library tab and select Citations. The default view will present all citations sorted on jurisdiction.

In some situations, a view sorted by jurisdiction may be helpful, but you can also look at the data from a variety of perspectives. Every citation includes four categories of tags:

  • legislative area,
  • legal subject,
  • citation group, and
  • record type
In this case, you would use citation group.

First, select Citation group. If we want to view the citations from the perspective of the Jurisdiction, you would select the Jurisdiction view. In this example, all 23 of these citations are from multiple jurisdictions, such as Canada, Germany, and the E.U., and they are all related to bankruptcies and liquidation.

You can map all 23 of these citations into the record class in the taxonomy dealing with records for bankruptcies and liquidation. Start by individually selecting these citations, or to select this entire group, use the submenu to select one of the options.

Prior to mapping you can review the details of the citation to confirm it’s appropriate for the record class. You’ll notice this particular citation is about the requirements for records related to a dissolved bank. And you will see a citation group named ‘banking and liquidation.’

So now you can select all 23 of those citations. Click on the Mappings button and then “Map to Record Class.” You’ll notice now that the screen is divided into two parts. On top are the 23 citations you saw earlier sorted by jurisdiction, then below is the record class taxonomy. Simply navigate to the correct record class and select it. You can also select multiple record classes at this time.

Once you’ve located the target record class or classes, you can review details of the record class by clicking the ‘record class’ link. It’s a best practice to review this information to ensure you’re accurately associating the right citations with the correct record class. The tool is entirely flexible and you can adjust mapping at any time. To complete this action, select the target record class, simply click on Create Mappings.

You can confirm those mappings were completed, by navigating to the Retention Schedule drop down.

Finally, if you click on the Audit File associated with this record class, you’ll see all of these mapping records were created today and if you count them there will be 23, which are now documented for future reference. Policy Center is purpose-built specifically with defensibility and traceability in mind, so you can use the Audit File to demonstrate compliance whenever necessary.

For more information about these and other exciting features within Policy Center, please visit: ironmountain.com/policycenter. Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.


5. Present Information According to Your Users

Policy Center allows you to control the amount of information presented on-screen based upon your individual preference or according to the needs of your users. You’re in control.


Transcript


Information governance is your priority, so turn to Iron Mountain – the trusted guardians and future-oriented solution experts who can help protect and manage your most valuable assets.

One challenge Records Management and Compliance leaders face with traditional retention schedules is making the extreme detail of their policies relevant and useful to the end users within their organization.

This video will show you how the Iron Mountain Policy Center solution allows you to create simplified views of your retention schedule so end users can quickly identify retention policy in an easy-to-understand format, which enables them to properly manage of the information they create.

As you get acquainted with Policy Center, you’ll want to utilize the different views the tool provides. Policy Center’s interfaces were designed using feedback from real-world users, because we recognize clients and users of the system have specific and sometimes varying requirements.

There are two main views in Policy Center: the first is the Policy View, which serves as the default view. The second view is the Organizational View, which we’ll cover in a few minutes.

Policy Center gives you two approaches when presenting your policy. These include traditional reports and the new IG Portal. Policy Center is very flexible allowing you to use either or both approaches to present your retention schedule.

Policy Center can present the details of your retention schedule in two views; first, a Policy View, which is a more traditional, functional or activity oriented format, or alternatively, in the Organizational View, which presents the retention schedule using the perspective of a department or organizational unit. These views are designed to align with the needs of your end users, either expert or casual.

You can create a single portal or as many portals as you’d like depending on the needs of your user community.

By presenting your retention schedule in a simplified, interactive format it becomes much easier for them to understand and comply with the retention rules. This also solves the problem of an end user having to sort through a lengthy document to find the specific retention requirements that apply to them, their function, and their information.

Customized views in the IG Portal are especially useful for large organizations where creating one portal per country presented in a local language makes sense, while others may prefer a regional portal, or even a single global portal.

And because the security of your retention schedule is of utmost importance, both Policy Center and your IG Portals provide multiple layers of security, including single sign-on or an authentication token, both approaches ensure only authorized users are able to access the information.

With the IG Portal you can present your retention schedules as well as resources to help educate your users, such as policies, frequently asked questions, a glossary of terms, even procedures and reports, and you can create as many resource tabs as you need. This turns your IG Portal into a single destination where your user community can go to seek answers to their retention questions.

One common scenario where the single IG Portal view is useful is in delivering country specific content.

This example shows you a single country schedule for Canada using the Simple view. The information is easy to consume, and your users can drill into any records class to access additional information to help guide their retention decisions. The IG Portal is flexible, so you can expand or collapse the additional information to view the basic retention schedule.

The IG Portal enables your users to swiftly navigate the retention schedule by filtering potentially more complex content that may only be suitable for a more senior records management professional.

The IG Portal includes full search capabilities to help your users quickly find the information they need. For example, if you enter a key word, such as “reports,” into the search field, the Portal will return the respondent records classes.

You can refine search results using Advanced Search or by adding additional search terms, such as “accounting reports”, and in this case you see the number of available record classes has been reduced

From here, you can click on a record class and it will show you the additional details.

Your users can also execute targeted searches by adding identifiers and additional operators.

For example, you can submit keywords, such as, “reports” and “accounting,” and the IG Portal will provide relevant search results based on any Boolean operators. Guidance on how to conduct targeted searches using operators can be found in the IG Portal FAQ.

Now let’s look at the Simple presentation using the Organizational View, which allows you to view your retention schedule from an organizational perspective.

Here you see the Finance and Accounting department. And in this view, you can see this department is part of Shared Services. You can drill into Finance and Accounting to view the record classes that are used by that department.

To accommodate users who may need more detailed information in the IG Portal, such as your Legal department or Compliance teams, you can take advantage of the Expert view. This view contains more content than the simplified presentation providing a traditional Policy Center view.

The Expert view is typically used by your most advanced users who are well acquainted with the inner workings of your retention policy.

By providing multiple views and presentations to your end users through the IG Portal, you empower your users to understand and apply retention policy in a context that is most relevant to them and their information.

For more information about these and other exciting features within Policy Center, please visit: ironmountain.com/policycenter

Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.


Learn More About Iron Mountain Policy Center Solutions Here.