Trust the Records and Information Management (RIM) Experts
Records and information are the lifeblood of any organization. Managing and protecting these valuable assets is a must.
Iron Mountain’s RIM professionals will work with you to identify records for relocation to our secure off-site records storage facilities, where they’ll be tagged and classified using your own terminology, tracked with RIFD labels, and made available on our intuitive Iron Mountain Connect™ web portal, so you quickly locate and retrieve your information as needed.
The Proof is in the Building
Iron Mountain Records Centers adhere to key facility requirements for:
- Security. Inclusive of construction, perimeter security, entry security, interior security and security planning.
- Fire Safety. Preventative measures with proven fire-safe construction and dependable water supplies.
- Environmental Controls. Comprehensive environmental conditions that safeguard your records from the elements.
Auditable Chain of Custody
Iron Mountain facilities are governed by strict, industry-leading chain-of-custody procedures. Our proven workflows and technology-enabled tagging means you'll have complete visibility and control over your inventory at all times.
People You Can Trust
Iron Mountain adheres to strict security requirements. We conduct rigorous background checks, employee screenings and formalized training to ensure the highest standards of security are maintained when protecting and storing records.
Offsite Doesn’t Mean Offline
The Iron Mountain Connect™ Records Management application provides online management of your boxes and files, including metadata, searching, tracking and processing of service requests. With just a few clicks, you can search through your offsite inventory, locate what’s required to satisfy an internal or external request and arrange for it to be quickly scanned or delivered by one of our vetted and trained employees. You can free-up valuable real estate and staff by moving boxes and files to Iron Mountain—without sacrificing visibility to your information assets. And you’ll have rapid access to high-activity files using our Open Shelf File Storage solution.
Storage Designed For Your Needs
Iron Mountain Smart Sort For REcords Management
Reduce cost and risk by destroying records as soon as retention requirements expire
Keeping records longer than necessary invites unnecessary risk and expense. Not only must your organization contend with exuberant storage and records management costs, but regulatory penalties and reputation damage stemming from information loss and/or compliance violations can run into the millions.
With Iron Mountain Smart Sort, you can destroy paper records as they meet retention requirements and enable a more compliant and efficient records management program.
- Easily Identify Destruction Eligibility
- Enable Box-level Destruction
- Reduce Program Costs & Risks
- Improve Find Rates
How It Works
Iron Mountain trained records management professionals will survey your inventory to identify destruction eligibility at the file-level. Then, using input from your database and records retention schedule, they’ll work alongside your team—onsite or remote—to organize your records according to destruction eligibility year, so you can confidently destroy paper documents as retention requirements expire.
Your organization will:
Stop wasting precious budget and resources delaying the inevitable and turn chaos into compliance with Iron Mountain Smart Sort. This cost-effective solution from the leaders in information management ensures your organization organizes for efficiency, immediately destroys eligible records and information and eliminates unnecessary cost and risk from records management.
If you have specialized storage needs, such as preserving larger volumes of records or materials that require special environmental controls, Iron Mountain can design and create a customized vault to meet your specifications.
- Climate-controlled storage for materials that require definitive environmental and relative humidity specifications.
- Separate vault storage for film, magnetic and mixed media to prevent cross contamination.
“The Underground” is a U.S-based secure information storage facility that lies 220 feet below ground in a former limestone mine, making it ideally suited to preserve information against extreme temperature or humidity, natural disasters and pests. Features include:
- Exceptional Security: Armed guards, 24/7 monitoring, and leading-edge technology.
- Environmental Protection: Vaults maintain specified temperature and relative humidity conditions for medium-term and extended-term storage conditions.
- Options for Private or Shared Vaults.
When it comes to implementing one-time, periodic or on-going projects, Iron Mountain’s records management professionals have the expertise you need. The project team acts as a seamless extension of your organization and can manage the projects from start to finish, allowing your staff to better manage their time and resources.
Here are some of the ways we can help you:
Inventory Relocation Services.
Iron Mountain specialists can purge, pack and provide point-to-point transfer of carton and files from your facility to Iron Mountain Record Centers. We can pack your records into standard Iron Mountain RFID-ready storage cartons and collect metadata to describe box contents; with an option to individually list each file in the carton.
The Iron Mountain data entry team can capture file-specific descriptions to help manage your inventory at the file-level.
Transmittal Preparation for Cartons.
We can review carton contents and capture associated metadata. This information makes it easier for you to find the documents you need, when you need them.
Office Consolidations/ Relocations.
You can improve real estate use by freeing up valuable space that is currently occupied with file rooms and records storage. Iron Mountain can assist by helping you identify the records that can be relocated to an Iron Mountain facility.
Open Shelf Consolidations.
Without regularly scheduled purging and shifting, your file room will quickly outgrow capacity. Iron Mountain’s project team can perform selective purges to ensure your program remains up-to-date.
Inventory Audit Services.
It is important to know what inventory you have so that you can respond to discovery or other events. Iron Mountain Audit Services provides dedicated space in our Records Centers for conducting audits. Along with space, we can help inventory your cartons, prepare files and provide support for material handling.
Document Recovery Services.
Iron Mountain can clean and restore information assets that have been damaged by natural and man-made disasters, contaminants, dust, mold, water or animal infestation.