Policy Center

Why is retention policy management important?

Data gathering, usage, and deletion are tightly regulated processes that impact productivity and efficiency within organisations. To effectively manage records, both digital and physical information lifecycles need a well-defined records retention schedule. This policy outlines a retention period of documents to comply with governmental and industry regulations, ensuring data consistency and adherence to local, state, and federal standards.

Laws such as the EU General Data Protection Regulation (GDPR) highlight the importance of integrating privacy and data retention management. A robust management policy for personally identifiable information (PII) addresses system pressures, protects data, and reduces human error in compliance efforts.

The ideal solution for efficient privacy and document retention management system

Navigating retention rules and privacy obligations can be challenging. Iron Mountain offers a solution with Iron Mountain Hong Kong’s Policy Center, which simplifies electronic records management through a cloud-based system GRC that provides a comprehensive view of compliance obligations, supported by expert information governance services, enhancing work efficiencies.

Key benefits of Iron Mountain Policy Center:

• Data storage: Reduce the amount of physical storage space by consolidating policies into a central repository.
• Compliance: Ensure compliance with regulatory requirements easily to avoid costly fines and penalties
• Risk Management: With a clear and concise overview of all policies and procedures, you can identify and mitigate risks, helping you avoid costly lawsuits and other legal issues.
• Policy creation and management: Streamline this process with a user-friendly interface, making it easy for employees to create, edit, and distribute policies, saving time and reducing errors.
• Policy Access: Easily access the policy you need from anywhere, at any time, improving work efficiency.
• Policy knowledge: Ensure employees understand and comply with company policies, retention policies and privacy laws with summarised and cited sources on the GRC platform.

Why choose the Iron Mountain Policy Center?

With Iron Mountain's extensive expertise and comprehensive service offerings, your organisation is in capable hands. Our Policy Center platform and tools are not only user-friendly and highly efficient, but they also ensure security, featuring a centralised policy repository for streamlined management. Why Iron Mountain Policy Center is for you:

• Seamlessly integrate with Iron Mountain InSight: Providing a comprehensive solution for managing policies and data throughout your organisation’s lifecycle.
• Flexible integration with other systems: Easily integrate with other systems such as HR platforms, compliance tools and content management systems.
• Centralised policy repository: More organised with a single, centralised location for storing and managing all company policies.
• Workflow automation: Automate policy approval and distribution processes, saving time and reducing errors.
• Advanced search and reporting capabilities: Powerful search and reporting tools to help businesses find, analyse and summarise policy information.
• Designed for large organisations: Able to handle the needs of large organisations with complex policy structures, delivering fast performance, even when dealing with large volumes of data.

Designed for large organisations: Able to handle the needs of large organisations with complex policy structures, delivering fast performance, even when dealing with large volumes of data.

Key security features:

• Access controls: Policy Center allows businesses to implement granular access controls to restrict access to sensitive information.
• Encryption: Data is encrypted both at rest and in transit to protect it from unauthorised access.
• Audit trails: Policy Center maintains detailed audit trails to track user activity and identify potential security breaches.
• Compliance with industry standards: Policy Center is designed to comply with a variety of industry standards, including ISO 27001 and GDPR.
• Regular security updates: Iron Mountain is committed to providing regular security updates to ensure that Policy Center remains protected against the latest threats.

What Iron Mountain Policy Center solution suite offers:

Our four subscription tiers – Essential, Standard, Professional and Enterprise Edition, are user-friendly and designed to meet the different levels of complexity in your organisation’s information governance (IG), records and information management (RIM), and/or privacy program. Along with subscription access, you will also unlock cloud-based and policy management platforms and tools, with expert advisory services.

Click below to learn more about each edition and visit this page for more details on industry-specific retention periods, curated by Iron Mountain’s Global Research Service (GRS).

You can further integrate Policy Center with Iron Mountain InSight:

Policy Center also has an integration option with Iron Mountain InSight®, our information management and content services platform that leverages intelligent document processing technology to streamline data retention solutions and manage physical and digital information.

Benefits of the integration:

The integration helps with extracting key data out of documents and automating document-centric workflows, ensuring efficient compliance and quick access to relevant data.

• Enhanced data governance: Gain a more complete view of your data and ensure that it is being used and protected following company policies.
• Improved compliance: Streamline compliance efforts by using a single platform for managing policies, data and risk.
• Increased efficiency: Save time and resources with task automation and reduced manual processes.