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Records and Information Management
Smart Records Cleanup Suite
Tackle complex records inventories with Smart Records Cleanup Suite. Streamline access, improve governance, and support digital transformation.
Contact SalesSmart Records Cleanup Suite
Records inventory cleanup, built around your business
It’s time to get smart about legacy records cleanup. Organisations are prioritising records cleanup like never before to make defensible decisions, reduce cost, mitigate risk, and streamline access to information.
Missing record codes, unknown content, and commingled files can complicate this process and put your records cleanup programme on hold.
Identify
what you have in your records inventory
Take action
and make defensible decisions
Transform
to a more digital way of working
Clean up your records inventory with Smart Suite
Have boxes that are missing record codes?
Smart Assign
Automatically assigns record codes according to your organisation’s retention policies.
Explore Smart Assign
Storing boxes full of unknown contents?
Smart Reveal
Takes purposeful photographs of each box so that you can understand the contents and make informed decisions about the next steps.
Explore Smart Reveal
Commingled files?
Smart Sort
Reorganises your files according to destruction eligibility, category, association, or other requirements, regardless of record storage location.
Explore Smart Sort
Not sure how to start your records cleanup project?
Compass
Compass is a powerful, technology-driven diagnostic assessment that can help chart your records cleanup needs.
Explore Compass
Benefits of Smart Records Cleanup
Smart Records Cleanup helps you take control of your records by reducing unnecessary storage and creating a more efficient records management process. Benefits include:
Benefits of Smart Records Cleanup
Smart Records Cleanup helps you take control of your records by reducing unnecessary storage and creating a more efficient records management process. Benefits include:
- 93%
Of respondents stated a goal to eliminate paper records in the next five years
- 67%
Place record cleanup projects as a medium to high priority
Frequently asked questions
What types of records can be included in a records cleanup service?
A records cleanup service can help manage a wide range of physical records, including:
- financial documents
- legal files
- HR records
- customer information
- operational documents
- and other business records that may no longer need to be retained
How does legacy records cleanup work?
Legacy records cleanup involves reviewing accumulated records to determine which documents should be retained, archived, digitised, or securely destroyed. A structured cleanup process helps organisations reduce unnecessary storage while ensuring important records remain protected and accessible.
Why should businesses perform a records cleanup?
Regular records cleanup helps organisations reduce storage costs, improve information governance, minimise security risks, and ensure records are managed according to retention policies and regulatory requirements.
How does Smart Records Cleanup protect data security and ensure compliance with UK privacy laws?
The Smart Records Cleanup Suite incorporates solutions such as Smart Sort and Smart Reveal, enabling organisations to regain visibility over legacy paper archives and commingled records. By transforming unstructured, unindexed boxes into organised, metadata-mapped inventories, our service directly supports compliance with the UK GDPR, the Data Protection Act 2018, and sector-specific legislation such as the NHS Records Management Code of Practice:
- Principle of Storage Limitation (UK GDPR): Personal data must not be kept longer than necessary. Smart Records Cleanup helps identify retention expiry dates at the file or box level, allowing organisations to defensibly destroy obsolete records rather than retaining legacy paperwork indefinitely.
- Data Minimisation & Accuracy (UK GDPR): Sorting and indexing legacy files allows organisations to locate, verify, or remove redundant, out-of-date, or excess personal data, reducing exposure to compliance risks and ICO fines.
- Rights of Data Subjects (SARs & Right to Erasure): Under the UK GDPR, individuals can request access to or erasure of their personal data. Detailed indexing and metadata logging allow records managers to find specific files quickly across high-volume inventories.
- Full Chain of Custody & Audit Trails: Every step of the cleanup process—from initial box photography (Smart Reveal) to sorting and defensible destruction—is carried out by vetted personnel (screened to BS 7858 standards) and logged via the secure Iron Mountain Connect™ portal, giving your Data Protection Officer (DPO) an auditable compliance trail.