Our Data Integrity Services convert legacy record classes to a new retention schedule, apply retention rules to records data, clarify record dates to reduce storage requirements, update departmental and business unit ownership of records and improve consistency of records descriptions.
These services enable clients to realize significant liability reduction, increase records control and reduce costs through investment in a program in which hardcopy records in storage are classified to their records retention schedule. We utilize a proprietary, technology-driven, rules-based methodology to pursue these goals.
Within this methodology, Iron Mountain has prepared a series of general corporate and industry-specific record classes that describe typical, widely-used categories of records. To each of these record classes we have associated a series of “rules” that identify associated box records, based on their descriptions. Our repository has over 14,000 of these rules.
These “retention schedule templates” and “classification rules repositories” are based on the many years of experience that Iron Mountain has in developing records retention schedules and applying retention schedules to hardcopy records in storage. Our existing body of technology and rules have been built up over the past 10 years and applied successfully to millions of records for numerous clients.
Applying classification and retention rules to records data enables our clients to retain records according to their policies, legitimately dispose of records that have met their retention requirements and provide a mechanism to assure timely future destruction review.