You know the records and information
you manage are some of the most
important assets to your organization.
And you need to be able to access your
information while also demonstrating
control, which means knowing exactly what
you have and being able to show where it
is. That isn’t always as easy as it sounds,
especially if non-records management
personnel from your organization are
sending records offsite.
Driving program consistency and
enforcement across your locations can be a
nightmare. But if you aren’t in control, you’ll
be hard-pressed to drive the retention and
disposition decisions necessary to contain
storage costs and volumes and respond
to any business, litigation, or auditors’
requests. What’s more, storing records
not managed according to your policy can
create dangerous compliance gaps.
How This Affects You
- You might not be able to quickly or efficiently get the information
you need when you have to weed through unidentified inventory.
- You may need help getting employees across your company to
comply with your policy in an unobtrusive way.
- You know you need to control your storage costs but don’t know
what you can defensibly destroy.
- You must comply with requests coming in from various
stakeholders to prove the soundness of your program.
What If You Could ...
- Monitor and drive better behavior from your distributed workforce?
- Classify and destroy the records you no longer need, using a legally credible, proven methodology?
- Improve the lifecycle management of your records?
- Choose how you’ll demonstrate compliance?
- Simplify the work required to demonstrate control of your Records and Information Management (RIM) program?
Iron Mountain Inventory Governance Solution: Take Control of Your Physical
You’ll have assurance that you’re in control of your
physical records inventory so you can access information
when you need it. You’ll not only have the tools and
workflows to prevent and remediate inventory issues so
you know what it is you are storing, but you’ll also have
choices for how you can show where it is stored to prove
that it has the proper security protocols in place.
Know What It Is
Data Validation: Prevent
For go-forward inventory, you’ll have a process to help
prevent future inventory issues and drive better behavior
through a system driven approach that can be set up in
one of two ways:
» Iron Mountain Site Validation: Iron Mountain takes all
cartons and provides proactive exception reporting and/
or remediation once the cartons are brought back to
the storage facility.
» Customer Site Validation: Prevention: Iron Mountain leaves cartons
with incomplete metadata at your location to ensure that you are only sending cartons with metadata to offsite storage.
Data Integrity Project: Remediate
For legacy inventory, our unique Data Integrity service
helps remediate your existing data gaps so you know
which records, whether stored onsite or offsite, can be
destroyed through our proprietary retention
management feature that systematically calculates
Show Where It Is
Inventory Audit: Prove
Only Iron Mountain offers you choices for how you’ll prove
compliance. You’ll be able to satisfy audit requirements by
providing proof of your assets in Iron Mountain’s records
centers and verification of their physical integrity in one of
» Physical Scan: A cost effective physical barcode scan where you’ll receive a statistically significant check on a subset of your inventory.
» Radio Frequency Identification (RFID): If your
organization requires a 100 percent inventory check, you can leverage the latest asset tracking technology to perform fast and repeatable audits.
What You Gain ...
- Assurance that your workforce is consistently adhering to your policy
- A more compliant inventory, allowing you to make better retention, disposition and space management decisions
- Faster and easier access to information
- Lower storage costs and reduced exposure during litigation
- Ability to choose which audit solution best fits your needs
An international telecommunications company
had multiple locations in a decentralized model,
resulting in a fragmented records management
program. Recognizing the need for a more
streamlined approach because of the growing
number of unidentified records, the company
worked with Iron Mountain to set up Data Validation.
They started by identifying required fields to have
adequate metadata for boxes sent to offsite storage.
Now, users are required to add metadata and the
records management team receives proactive
exception reporting, allowing them to quickly fix any
incompletely described inventory.
- Improved metadata capture on cartons sent offsite by 80 percent within six months
- Reduced time the records management team spent on reconciliation issues by two days per month
- Allowed the records management team to focus on more strategic program initiatives