Iron Mountain Smart Sort

Solution Guides

As you accelerate digital transformation, you want to reduce cost and risk by destroying paper records that are no longer needed. Unfortunately, this is often not as simple as it sounds.

11 March 20246 mins
Iron Mountain employee pulling boxes

Achieve your information governance and business objectives with Smart Sort

Do you...

  • have a large volume of inherited records?
  • have trouble finding records when you need them?
  • want to relocate inventory but first need to destroy what you no longer need?
  • want to destroy records but can’t confidently isolate which ones are eligible without a substantial investment?
  • want to go paper free but find it difficult to make decisions about which records to digitize?
  • need to isolate records for a merger, acquisition or divestiture?

If you answered yes to and of the above questions, ask us about Iron Mountain Smart Sort.

Your challenge

You need to sort and reorganize your records inventory to make defensible decisions on disposition. Unfortunately, this is not as simple as it sounds.

What makes destroying records so complicated?

  • Lack of inventory integrity/visibility: When key metadata is not captured and listed throughout the information lifecycle, it is difficult to search, manage and make decisions on what records to retain, digitize, or destroy.
  • Commingled record types and event date complexity: Different record types have different requirements. If records are not organized according to record classification or event date, you can’t confidently and defensibly take action.
  • Reorganizing records is labor intense and expensive: You lack the resources to sort each file by destruction eligibility date, record type, a unique identifier, or other requirement.

What this means?

  • Unnecessary cost: Large volumes of records without file-level metadata are stored without regard to destruction eligibility dates or record classification will impact your ability to effectively manage your program.
  • Increased risk Holding onto records longer than necessary increases the risk of information loss and regulatory violations. It also adds complexity to legal discovery, audit response and compliance management processes.
  • Lost productivity: Finding what you need and making quick decisions on records disposition requires a well organize inventory. Without an efficient process to sort and reorganize files, you could lose time and delay your critical objectives.

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