Records and Information Management

Smart Assign

Automatically assign record codes according to your policies with a smart records assignment solution.

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Do you have boxes of records in storage with missing record codes?

Take control of your records with Smart Assign

Why do I need box-level record codes?

When storage boxes lack unique record codes, organisations lose visibility into what they are storing and when it can be destroyed. Over-retaining unclassified records drives up storage costs and increases legal liability.

Iron Mountain Smart Assign assigns record codes to your physical inventory, delivering the governance required to meet UK compliance demands and execute seamless M&A transactions.

What is Smart Assign?

Iron Mountain Smart Assign is a technology-enabled solution that streamlines the process of assigning record codes at the box level, automatically aligning with your organisation’s retention policies.

Smart Assign eliminates the traditional manual-touch process. By giving you the visibility and confidence you need to make informed, defensible decisions about your legacy records.

What are the benefits of Smart Assign?

Smart Assign allows you to automate compliant records management, cut storage costs, and make defensible decisions effortlessly.

How does Smart Assign work?

Smart Assign solution summary

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Improve compliance with Smart Assign

Efficient. Cost-effective. Done.

Step 1

Identify records stored without record codes

We work with you to identify boxes of records stored with descriptive information but without record codes.

Step 2

Leverage rule-based algorithms

Using a repository of over 40,000 rules, your inventory report, and an up-to-date retention schedule, Smart Assign helps identify boxes that need to be addressed and automatically applies record codes.

Step 3

Run a quality check

Once record codes are assigned, a solution specialist will run a quality check, send you a summary for validation, and then upload the information to our online portal.

Result

Make defensible decisions

Once your records have been properly assigned according to your retention policies, they can be defensibly destroyed at the end of their retention period.

Not sure where to start with your records cleanup project?

Compass is a powerful, technology-driven diagnostic assessment that can help chart your records cleanup needs.

Explore Compass

Why choose Iron Mountain for smart records assignment?

Iron Mountain combines decades of records management expertise with a suite of technology-driven products that address an organisation’s entire physical records inventory.

Smart Assign is part of Smart Suite

Smart Assign is an essential part of Iron Mountain’s Smart Records Cleanup Suite, a unified collection of solutions built to help you connect, structure, and clean up your entire physical inventory with confidence.

To learn if our Smart Suite is right for your organisation, please contact your sales representative or complete this form.

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Frequently asked questions

How does Smart Assign improve assignment record accuracy?

Smart Assign improves assignment record accuracy by applying consistent classification logic across large volumes of records. This reduces manual inconsistencies and helps organisations maintain reliable, well-organised records throughout their lifecycle.

Can Smart Assign support smart records assignment at scale?

Yes. Smart records assignment is designed to handle high volumes of physical and digital records, making it easier for UK organisations to classify information quickly and maintain governance across the enterprise.

How does Smart Assign provide business record management assignment help?

Smart Assign helps by automating repetitive classification tasks, applying consistent record codes and helping records management teams save time while supporting compliance and information governance objectives.

What is smart records assignment?

Smart records assignment is the process of using digital solutions and automation to classify records and apply the appropriate metadata or record codes. This streamlines records management, helping organisations manage growing volumes of information more efficiently.

Can Smart Assign work for non-paper records?

Yes, Smart Assign works with any physical asset that is stored in a box, such as pathology slides/blocks, microfilm, microfiche, etc.

Is there a minimum number of boxes required to leverage Smart Assign?

There is no minimum number of boxes required for the Smart Assign process.

My boxes are located in several record storage facilities. Can I use Smart Assign everywhere?

Yes, Smart Assign is a technology-enabled solution that does not require any manual processes. Therefore, your records can be stored at any location.

Are there other products or programs that pair with Smart Assign to help me clean up my legacy records?

Iron Mountain has a suite of solutions that were designed to help you clean up your entire legacy records inventory. For more information, visit ironmountain.com/smartsuite.