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Sort records in a way that not only supports defensible destruction but also allows you to more efficiently search for them and find what you need, whenever you may need it.
Sort records in a way that not only supports defensible destruction but also allows you to more efficiently search for them and find what you need, whenever you may need it
The cost and potential risk of keeping information past retention requirements is high. You need to destroy paper records as they meet retention requirements, but, unfortunately, this is not as simple as it sounds.
Your inventory is most likely stored by policy, patient, or loan number — or some other unique identifier — each with a different destruction eligibility date. This means you are holding on to tens of thousands of paper records simply because you haven’t found a cost-effective way to reorganize comingled files so that you can confidently make decisions about disposition. As a result, your records could sit in file rooms or on storage shelves in perpetuity.
With Iron Mountain Smart Sort, you can accelerate the destruction of paper records and enable a more compliant, efficient, and defensible records management program.
Our trained records management team will use input from your organization’s database and records retention schedule to survey your inventory and identify destruction eligibility at the file level. Then we’ll reorganize your records according to destruction eligibility year so that you can confidently destroy information according to policy.
To answer this question, let’s start by outlining the Smart Sort process.
Combining your organization’s records retention schedule and databases with the power of our technology, Iron Mountain Smart Sort puts your records in order by identifying when they are eligible for destruction, now or in the future. This solution provides a consistent, programmatic, and objective process to organize your records.
You now have a repeatable, rule-based, and technology enabled process that removes subjectivity from decisions about records retention. Any updates made to your retention schedule and records database, including files with event dates governing retention that change rare difficult to predict, are included going forward.Because Smart Sort hinges on integrating these into the process, your most current information is always used to determine destruction eligibility.
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