Like most, you have legacy inventory stored both in-house and with vendors that
is not classified to your current retention schedule nor being retained according
to legal, regulatory or business requirements. Without knowing what’s eligible for
destruction, you can’t defensibly destroy them. You’ve thought about destroying
records on the basis of age, but some records may have legal holds or permanent
retention requirements. Worse, portions of your records are being managed under
differing schedules, which creates a dangerous compliance gap. Part of your day is
spent looking for information you aren’t sure you have. And your in-house record
centers may be nearing capacity, but you don’t have insights to figure out what
can be moved to cold storage to create space without impacting serviceability and
71% of companies could
reduce their storage costs
by 30% if they knew what
they could destroy.
Source: IRON MOUNTAIN,
How This Affects You:
- You may have trouble finding
what you need and experience
increasing discovery costs if
your records are poorly indexed.
- You could be paying more than
necessary for storage if records
not classified to your retention
schedule cannot be destroyed.
- You risk creating compliance
gaps if older records are not
managed according to policy.
- You won’t be able to make
informed decisions about use of
space if you don’t have business
insights about your inventory.
What If You Could:
- Search quickly and accurately
for your information?
- Classify and defensibly destroy
the records you no longer need?
- Easily reconcile your legacy
records to your
- Know which types of records are
likely to remain active as they
Unique to Iron Mountain, our Content
Classification service leverages a
classification rules database built up
and enhanced over time as a result
of storing information for many
clients over the years. You’ll know
which records, whether stored onsite
or offsite, can be immediately and
eventually destroyed through our
proprietary retention management
feature that systematically calculates
destruction eligibility according to
your retention policies.
Our experienced staff can work
with your organization to help
configure, develop, and apply hold
codes to records that are impacted
by preservation orders. And you’ll
get help normalizing and updating
metadata, making it more consistent
and improving accessibility. You can
also leverage our specialized retrieval
activity analysis of onsite records to
determine what makes financial sense
to move offsite in order to free up
space, all dramatically enhancing the
overall health of your inventory.
A large, multinational corporation
that provides information technology
services and professional services
needed to implement broader
retention requirements for its global
records and information management
(RIM) program. By working with
Iron Mountain, the organization
made quick progress addressing
retention requirements for 180,000
boxes of physical records stored at
Iron Mountain and elsewhere. They
categorized around 80 percent of
those boxes using the Iron Mountain®
Content Classification service and
devised legally defensible disposal
criteria for the remaining 20 percent
that had been sent to storage with
little to no metadata, which the
company had almost no knowledge of
or visibility into its contents.
What You Gain
- Reduced volume of legacy records
and storage costs.
- Ability to find what you need
- Better use of time and
improved service responsiveness.
- Confidence during legal events
- Knowledge to support space
and business cases.
- Successfully destroyed more than 55,000 boxes of records.
- Savings of more than $150,000 in year-over-year storage fees.
- Quick progress reducing records stored offsite helped gain senior leadership’s
approval of more investment to continue advancing its RIM program.