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Records and Information Management
Smart Sort
Sort, organise, and manage physical files at scale
Smart Records Cleanup Suite
Unmingle the commingled with Iron Mountain Smart Sort
Commingled files and disorganised records aren’t just a nuisance. They’re a liability that can inflate storage costs, increase discovery and litigation risks, and stymie the flow of critical information.
But what if you could efficiently unmingle your commingled files and know what to retain, defensibly destroy, digitise, or provide for a divestiture, legal matter, or other business need? And what if you could do it all without a complex, labor-intensive discovery project?
With Iron Mountain Smart Sort, you can. Smart Sort is a simple and budget-friendly solution to help you finally gain control of your records inventory.
Explore another legacy records cleanup solution:
Benefits of Iron Mountain Smart Sort
✓ Find records quickly and accurately
✓ Make defensible decisions about what records to keep, destroy, or digitise
✓ Reduce the cost and risk of records storage
✓ Support office reconfigurations and closures
✓ Accelerate digital transformation
✓ Navigate mergers, acquisitions, and divestitures quickly
Contact us to learn more
Make instant disposition decisions with Smart Reveal
When boxes of records are stored with little or no descriptive information, it's difficult to take action on your inventory.
With Iron Mountain Smart Reveal we'll provide the information you need to make instant disposition decisions.
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Learn how Smart Sort helped these organisations
Relocate an onsite record centre
Hospital Reduces Records Storage Costs And Improves Visibility And Compliance With Iron Mountain Smart Sort
Learn how a major US medical centre freed up space for patient care by relocating their paper records offsite. They leveraged Iron Mountain Smart Sort to sort, reorganise, and cull their files prior to the move. This resulted in enhanced visibility across their inventory and savings of over $1 million in storage costs.
Get in TouchHealthcare Provider Uses Smart Sort To Reduce The Cost/Risk Of Records Storage
Learn how a large private healthcare provider used Iron Mountain’s Smart Sort solution to sort and reorganize their entire records inventory, establishing a process for defensible destruction of all current and future records.
The result was increased compliance, improved inventory accuracy, reduced risk, and a decrease in storage costs of 40–50%.
Ready to get started?Iron Mountain Smart Sort Clears The Way For A Corporate Divestiture
Learn how a large insurance company involved in a major divestiture relied on Iron Mountain Smart Sort to quickly determine what business records to keep and what to turn over to buyers. Using Smart Sort, the project was completed in less time and at lower cost than would have been possible using in-house resources.
Contact UsFrequently asked questions
Smart Sort is a simple and budget-friendly solution to help you finally gain control of your records inventory.
Is Smart Sort only for records stored at Iron Mountain?
What if I have records stored in multiple locations or with various vendors?
We will consolidate the inventory at an Iron Mountain facility and then conduct the Smart Sort project. At the completion of the project, we store only those records that are required to be retained. The Smart Sort process identifies files that have met retention requirements and can be defensibly destroyed. With a cleaned-up inventory, you can reduce your costs by paying to store only those files that need to be retained for compliance requirements.
What does it take to start the Smart Sort process?
Does Smart Sort support multiple records retention policies and record types?
What record types are recommended, and which are not, for a Smart Sort project?
Am I required to use Smart Sort on my entire inventory or can I proceed with a phased approach?
I need a defensible process for records destruction. How can Smart Sort help?
- The Smart Sort process leverages your retention schedule and rules to create a standardised methodology for file review and processing. This rules-based approach allows us to deliver a consistent and defensible output.
- At the end of the Smart Sort process, we will provide a report that gives you file-level visibility and the corresponding disposition for each file. This report enables you to defend the actions taken on each file.
- For more information, please read Smart Sort provides a path to defensible disposition.
Explore additional services
Offsite records storage
We can execute a Smart Sort project at your facility or ours. And once the project is complete, we will store your records in one of our secure and compliant records centres.
Secure shredding
Through the Smart Sort process, we’ll isolate records that have met retention requirements and are eligible for defensible destruction with Iron Mountain’s secure shredding service.
Document imaging and digitisation
Smart Sort will help you make informed decisions and select which records to digitise so that you can accelerate your digital transformation journey.
Dedicated professional staffing
Managing your legacy records can be a challenge, and oftentimes you’ll need extra help. Iron Mountain offers a range of dedicated records management professionals who can support you on a full- or part-time basis, at your offices or remotely.
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