Leading Record Management Services for Your Business

Why Businesses Need Record Management

Your data is the lifeblood of your organization. Its management considerations span from initial creation and storage to secure access, timely retrieval, compliance adherence, and, ultimately, safe disposal.

By partnering with Iron Mountain, you can efficiently store, protect, and ensure easy access to your records for everyone in your organization. We offer the solutions necessary to meet the demands of digital transformations and ensure your records — particularly the sensitive ones — are optimally managed across their lifecycle.

For organizations wanting to stay compliant with evolving regulations, optimize efficiency via streamlined record management processes, reduce operational costs, mitigate evolving cybersecurity risks, and ultimately ensure the integrity and availability of their vital information — trust Iron Mountain’s record management services.

Records Storage and Management

Iron Mountain’s Records and Information Management (RIM) services can be tailored to your document storage and management needs. By relocating physical records to off-site storage facilities, Iron Mountain ensures that business-critical and sensitive documents are preserved in a secure, controlled environment. These records are organized and cataloged using your terminology, tracked with RFID labels, and accessible through the Iron Mountain Connect™ web portal — which allows for easy searching, tracking, and retrieval of specific records, as needed.

The storage facilities meet strict standards for security, fire safety, and environmental control, ensuring that documents are protected from both physical and environmental threats. Additionally, Iron Mountain offers specialized storage solutions that include climate-controlled vaults for sensitive materials and dedicated vaults for various media types, like film and magnetic data, to prevent cross-contamination.

For organizations looking to manage their records efficiently without sacrificing access or security, Iron Mountain’s services include not only storage but also inventory management, file indexing, and comprehensive audit services — facilitating effective information governance and compliance.

Learn more about Iron Mountain’s RIM solution.

Secure Shredding

Iron Mountain’s Secure Shredding service works to safely and compliantly destroy paper-based records, plastics, and electronic media. We ensure that sensitive documents are handled with the utmost security, helping to protect your organization's reputation by safeguarding confidential information. Similarly, by properly disposing of unnecessary records, your organization can reduce the costs associated with managing outdated information assets.

Secure shredding also helps ensure compliance with various Federal, State, and industry-specific regulations. This compliance can help your organization avoid potential penalties, fines, or legal consequences. Moreover, outsourcing shredding to Iron Mountain is a cost-effective solution compared to the expensive, insensure, and time-consuming nature of maintaining in-house shredding.

Iron Mountain's shredding services are available both on-site and off-site, and can be scheduled on a one-time or recurring basis — we align with what works for you. These services not only facilitate legal compliance and safeguard sensitive information but also help declutter your workspace, save time, and enhance overall operational efficiency.

Learn more about Iron Mountain’s Secure Shredding solution.

Clean Start

Iron Mountain's Clean Start solution assists organizations in optimizing their public office spaces in response to changes in real estate usage and employee working arrangements, including remote, onsite, and hybrid models. The program focuses on improving workplace environments to enhance collaboration, engagement, and overall satisfaction among employees.

Clean Start addresses common obstacles faced during real estate changes, such as the presence of excess file cabinets, outdated IT equipment, and cluttered workspaces. These factors can diminish productivity, increase risk, and complicate the execution of real estate projects.

The service extends to include the sustainable consolidation or recycling of paper records, file cabinets, outdated IT assets, and other office equipment. It ensures secure handling of sensitive information, minimizing the risk of data breaches during transitions like office moves or restacking efforts.

Additionally, Clean Start provides support for broader real estate initiatives and mergers and acquisitions (M&A), offering services to dispose of or recycle redundant assets, streamline compliance and retention policies, and securely shut down unnecessary public office spaces. Iron Mountain aims to simplify the management of these processes with a comprehensive approach under a single vendor.

Learn more about Iron Mountain’s Clean Start solution.

Smart Sort Records Management

Iron Mountain Smart Sort helps you to optimally organize and manage physical files addressing the challenges posed by commingled and disorganized records. This service helps reduce storage costs, mitigate risks associated with discovery and litigation, and improve the flow of business-critical information within your organization.

Smart Sort provides a systematic approach to sorting records, making it easier to decide which files to retain, destroy, digitize, or allocate for specific business needs, like divestitures or legal matters. This is achieved without the need for complex, labor-intensive discovery projects. The service supports a variety of organizational activities including office reconfigurations, closures, digital transformation initiatives, and navigating mergers, acquisitions, and divestitures.

The process begins by sorting records at a designated Iron Mountain facility or at the client's location. It involves consolidating records inventory, regardless of previous storage conditions or locations, and applying a standardized methodology to review and process files based on retention schedules and compliance requirements. Smart Sort aims to provide a defensible, cost-effective solution for managing physical files, enhancing visibility and compliance, and reducing unnecessary storage costs.

Learn more about Iron Mountain’s Smart Sort solution.