NHS Hospital Trust creates significant cost-savings
Customer Success Stories
...with a compliant, costed plan to manage out hard-copy records.
The Trust can now immediately destroy nearly 1 million of their records and will be able to almost halve their inventory by the end of 2024
Previously, the Trust could only destroy records at individual file level but after implementing a Smart Sort programme they will be able to destroy records at box level, significantly reducing their cost to maintain an up-to-date destructions programme.
Management of destructions are managed via Iron Mountain’s IM Connect portal, which enables instant visibility of all documents for fast decision-making.
This revised approach also gives long-term visibility of what the Trust’s storage costs will be over time and they will be able to see the impact of any decreased storage volume on costs in real time.
The Trust can now immediately destroy nearly 1 million of their records and will be able to almost halve their inventory by the end of 2024, significantly reducing their storage costs and exposure to risk. By 2031, the Trust aims to store only 1 million records in hard copy, making them fully compliant and reducing their overall annual storage costs by nearly 70%.
Before Smart Sort Project
After Smart Sort Project
Open shelf file storage service
File from box storage service
Files stored on shelves with mixed retention dates
Files boxed up by retention dates
Identification of files past retention for immediate destruction
Identification of files past retention for immediate destruction
Compliance and audit risk (GDPR/NHS CoP 2021) by retaining records past retention dates
Full compliance by destroying records currently past retention and also the ability to show an auditable long term plan on destructions moving forward
No cost effective plan to reduce and eventually eliminate physical storage altogether
Long term plan to map out storage from current levels down to the minimum
Destruction and certification by file
Destruction and certification by box, reducing the cost by over £3m
Contract exit cost calculated per file
Contract exit cost calculated per box, significantly reducing liability
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