Iron Mountain Smart Sort clears the way for a corporate divestiture

In a corporate divestiture, careful discovery and management of the associated records — determining which files to turn over to the buyer and which ones should remain with the seller — can be a complex undertaking potentially requiring a review of thousands of records (if not more) on a tight deadline and in strict compliance with all regulatory, privacy and legal requirements.

Traditionally, this task was accomplished manually by reviewers and analysts going through individual boxes of files. More recently, records have undergone scanning and digital text extraction.

Regardless of the method, it’s a time-consuming and costly process that becomes even more challenging when (as is often the case) files are spread out across multiple filerooms and record centres (both on premises and offsite) with multiple record types commingled in the same storage box.

To address this challenge, Iron Mountain offers Smart Sort — a workflow solution enabling you to locate, sort, organise and manage a large number of records within demanding time constraints.

How Smart Sort works

Using basic information (e.g., policy numbers) from an organisation’s core business applications, Smart Sort matches that information with a scan or keyed entry of the file ID. The result is an up-to-date file-level listing that maps the location of all files to the individual box level so that decisions can automatically be made on how each file should be managed to meet immediate business requirements.

Let’s look at how Smart Sort was used to support a complex divestiture: