Take control of your records inventory with Smart Sort

Take control of your records inventory

Over the years, you’ve accumulated a tremendous collection of records – all with various retention requirements. It’s a situation that leads to increased exposure to risk, wasted money, and hampered productivity.

Iron Mountain Smart Sort provides a simple and cost-effective solution to sort and organize physical files. With Smart Sort you can confidently decide what to retain, defensibly destroy, digitize, or provide for a divestiture, legal matter, or other business need.

Legacy records cleanup without the cost and complexity

Plenty of factors bring records cleanup into focus: a drive to cut costs, M&A and divestiture activity, office reconfigurations and closures, and the business risk of keeping files that have met retention requirements. And there are plenty of valid reasons you’ve held on to everything … until now. Iron Mountain Smart Sort simplifies legacy records cleanup. With Smart Sort you can:

• Sort commingled files in a cost-effective, efficient way
• Identify and defensibly destroy or digitize records that have met retention requirements
• Organize records according to destruction eligibility, record type, record status, unique identifier - or whatever you require.

Is smart sort right for you?

If you answer yes to any of these questions, keep reading.

• Do you need to destroy records but are unable to confidently isolate eligible files?
• Are you over-retaining records due to an inability to defensibly destroy?
• Are you moving inventory and first want to destroy what you no longer need to keep?
• Are you moving locations or closing offices and first want to destroy what you no longer need to keep?

• Do you need to improve inventory visibility at the file level?
• Do you experience audits and/or experience high discovery costs?
• Have you inherited a large volume of records through a merger or acquisition?
• Do you need to turn over records as a result of a divestiture?

How smart sort works

From commingled complexity to sorted simplicity

Before

Commingled files and event-date complexity prevent you from making defensible decisions about your records inventory.

The Smart Sort process will sort and reorganize your files according to destruction eligibility, record type, record status, unique identifier — or whatever you require

Smart sort process

1. Pull all files from carton.
2. Scan/enter file ID and receive instant sort result.
3. Sort and rebox files by destruction dates, record type, a unique identifier — or whatever you require.

Make decisions about which files to retain, destroy, or digitize.

After

At the conclusion of your Smart Sort project, you’ll have full visibility into your up-to-date file-level inventory so you can find what you need quickly and enable an ongoing, defensible disposition process.

Get smart sort. Regain control.

Visit ironmountain.com/smartsort to learn more about how Smart Sort makes it easy to take control of your records inventory.