Healthcare Medical Records Management

With Iron Mountain, healthcare organisations secure, digitise, and manage data. In turn, they ensure compliance, enhance care, and reduce costs.

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Iron Mountain’s information management solutions secure and optimise healthcare files so that professionals can focus on what matters most: patient care.

Healthcare professionals rely on various data sources to provide competent patient care. As healthcare organisations adopt digital transformation, their practitioner's capacity to provide such care increases.

Patient medical records, health information, critical documents and many others are managed in physical files and through electronic record systems. By managing medical records, patient charts and personal data with precision and safety, Iron Mountain ensures your organisation can focus every employee’s attention on patient health rather than document management.

By guarding your sensitive data through superior medical records management systems, Iron Mountain ensures the secure storage of your valued assets. Trusted, protected and guarded, your data is in safe hands, allowing those in the healthcare industry to concentrate on providing exceptional care to those in need.

How Iron Mountain improves digital processes in the medical field

How can I remedy a lack of standard health data management processes?

Inconsistent health records management policies can lead to unnecessary costs, lack of data integrity, increased burden on clinical staff, and risks associated with compliance and patient privacy.


Our enterprise-wide records and data management solutions strengthen privacy, security, and compliance. We help reduce the complexity around retention, digitisation, and disposal of medical records.

What if my patient records are stuck in the past?

Patient records hold information that is of the utmost confidentiality. The days of hard-copy printouts are all but obsolete. Cabinets packed with confidential paperwork are not only a potential onsite security risk but also take up an inordinate amount of real estate, especially in the offices of smaller practices.


Securely digitise your records with analytical insights that accelerate innovation, improve clinical productivity, and enhance patient experiences with our transformative digital solutions.

How can I fix outdated data and security protocols?

Healthcare IT has—and will—continue to evolve as data grows exponentially. Managing the complexity around securing this data, eliminating potential risks, creating business rules, and preventing data breaches is now a priority for organisations.


Iron Mountain’s portfolio of data compliance and security solutions help you stay current with regulations, prevent threats, and maintain control of your data with confidence.

What is the best way to manage a growing inventory of pathology slides and blocks?

Tracking, locating, and retrieving slides and blocks is challenging; you need to transform your lab operations and empower your pathologists.


Iron Mountain’s digital pathology solutions offer slide digitisation for intelligent analysis, streamlined operations, and protection of your invaluable assets.

Through our healthcare service management, Iron Mountain can help your organisation:


Routinely check up on record practices

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Help identify cost-saving opportunities

electronic file secure

Manage liabilities and risk

safety and security

Protect and preserve delicate and important information

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Iron Mountain’s healthcare document management system and solutions are far-reaching and thorough. Whether your organisation is looking to protect physical files or manage an electronic record system, Iron Mountain will provide you with excellent medical record management for each document. You can rest assured knowing that your patients’ health records are safe.

In this complex era of health delivery and payment reform—including frequent regulatory changes and demands for greater transparency—Iron Mountain will strategically and securely manage your clinical and business information throughout its lifecycle. Physical files and patient data are of the utmost importance to the healthcare industry and, therefore, to us.

The need for security of patient records cannot be overstated. Managing patient medical records in accordance with patient data regulations can be complex at the best of times.

All patient data has a lifecycle. This means patient records are taken, saved and destroyed to protect and keep information secure. The retention of a patient’s medical records must end to maintain compliance and security. When the retention period expires, all patient data is to be uniformly and completely destroyed. However, if patient medical record collection, retention and deletion are not streamlined, errors often occur.

The to-do list of medical practices might overwhelm patient data systems, and documents can be waylaid or forgotten. Human error and accidents happen, which can result in the loss or misplacement of patients’ medical records. If the system of patient data collection is not streamlined, patient information may live on, unprotected and vulnerable. Managing medical record systems will alleviate these issues, preserving patient data and ensuring medical records—whether physical files or in an electronic records system—are safely and completely dealt with.

Managing the data lifecycle in accordance with scales of data quality and compliance is vital. Authorised healthcare providers must have access to patient medical records during the data lifecycle, and structures must be implemented in accordance with governmental digital policies. Iron Mountain oversees the implementation and correction of management systems so that health information can be protected at all stages of the patient data lifecycle. Iron Mountain is fully equipped to securely destroy and dispose of patient data at the end of the retention period.

Whether in paper format or through Electronic Medical Records systems, Iron Mountain ensures security and compliance with government guidelines, establishing confidence in your organisation’s medical records management system.

Iron Mountain offers your healthcare organisation the ability to securely store and retrieve patient records. Transitioning your data records system to EMR or EHR offers numerous benefits to your organisation:

Provides exact, up-to-date information. Allows fast access to patient records for coordinated, effective care. Permits easy and safe sharing of patient medical records with other clinicians. Enables lower costs with higher quality.

Electronic records systems speed up the efficiency of your organisation, keeping patient records available and, most importantly, safe. Iron Mountain’s electronic medical record system implementation means your organisation can concentrate on providing exemplary healthcare.

Moving from paper information to the implementation of an EMR system can be daunting. Iron Mountain will ensure that your organisation has the appropriate arrangements in place for records creation, storage, and retrieval, facilitating ease of access in an incredibly secure digital healthcare environment.

Trusting Iron Mountain’s expertise in streamlining patient record collection and storage will aid your organisation. Our planned process minimises errors, ensures patient confidentiality, and secures accurate retrieval of sensitive information.

Iron Mountain offers a wide variety of storage options for your valuable information.

Our physical file storage facilities are built to resist natural and man-made disasters, protecting your data through everything from seismic activity to hurricanes. These environmental control systems offer 24/7 services and security tailored to the needs of the documents we are committed to protecting. The healthcare industry’s dedication to the privacy of its patients will be echoed in the stable, safe environments Iron Mountain has created.

We strive to make electronic and physical file management systems accessible to the economic realities of your entity. Simultaneously, Iron Mountain is committed to protecting medical information with complex regulatory requirements while complying with all laws regarding sensitive information. The documents you entrust to our state-of-the-art storage facilities are given the utmost care and safety.

The encryption of electronic information is subject to the same requirements of security and protection. Your patients’ medical records, along with all other secure information, must be safe from cyber insecurity. Your patient’s health information is secure within Iron Mountain.

Our team of dedicated members is committed to helping you provide the best possible healthcare to those in need. Iron Mountain’s medical management implementation and systems are designed to keep medical records and documents safeguarded and secure. Your patients trust you with their health and lives; they want to know their medical records — both in physical files and electronic records systems — are in equally safe hands.

Iron Mountain protects patient data and other documents critical to the healthcare industry. We are experts in managing medical records and caring for your documents as you care for your patients' health.

Smart sort helps healthcare organisation turn chaos into compliance

A large healthcare organisation sought to reduce costs and mitigate risks by identifying records eligible for destruction, but faced challenges due to budget constraints and the absence of a method to easily and defensibly identify such records. Iron Mountain’s Smart Sort worked to review and sort 48,000 cartons of records at the file level. This approach allowed the organisation to securely destroy 123,000 files, achieving a reduction in storage costs while ensuring compliance with relevant regulations. The implementation of Smart Sort provided a systematic process for ongoing record destruction, offering benefits such as improved efficiency in records management, reduced program costs, and minimised legal and compliance risks.

Healthcare provider uses smart sort to reduce the cost/risk of records storage

A healthcare provider grappling with record over-retention—exacerbated by limited visibility, complex regulations, and resource constraints—found a solution in Iron Mountain's Smart Sort. As a result, the healthcare provider was able to address the challenges of disorganised records and compliance risks, establishing an ongoing process for the defensible destruction of records as they meet their compliance requirements. This approach not only aids in complying with complex healthcare regulations but also significantly reduces storage costs and mitigates security vulnerabilities.

Global healthcare organisation stabilises records operations with dedicated staff

A multinational healthcare organisation—involved in the development and production of a wide range of healthcare products—faced challenges with its records and information management (RIM). These challenges were largely due to broken workflows, inconsistent metadata capture, and the need for reliable, expert resources that existing contractors could not provide.

To address these issues, the organisation turned to Iron Mountain's Dedicated Professional Staffing solution. This approach re-badged existing resources to ensure stable records operations with minimal disruption, organised and maintained databases for assets at any stage of the information lifecycle, and provided frequent audit support and management of site closings to ensure compliance with RIM policies. This solution effectively addressed the organisation's fragmented daily workflow operations, lack of data cohesion, and inconsistent metadata capture across databases, elevating its RIM processes and compliance.

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Why work with Iron Mountain?

Why Iron Mountain ?

We have the experience and expertise to streamline your organisation while keeping your enterprise and customer data safe and secure. Together, we elevate the power of your work.

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