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Like most, you have legacy inventory stored both in-house and with vendors that is not classified to your current retention schedule nor being retained according to legal, regulatory or business requirements
Many organizations continue to store records that they have no legal or business requirement to keep. In fact, over 85% of Iron Mountain customers have records with insufficient metadata to classify and determine disposition. Additionally, many businesses struggle to implement records management policies to existing inventory. These factors result in ever-increasing storage costs and litigation risk.
In order to determine disposition, a record must be classified to a managed Records Retention Schedule and checked against active preservation orders. Iron Mountain's comprehensive classification solutions utilize cost-efficient and data-driven processes to the furthest extent possible, and employ physical inspection for the remainder.
Built on decades of experience and data analytics, the Content Classification solution combines data from multiple sources, a repository of over 80,000 classification rules, and the expertise of a team of Information Governance professionals to classify your inventory to your Records Retention Schedule.
As part of this cost-effective solution, Iron Mountain will:
Where there is missing or insufficient metadata to classify boxes using our automated tools, Iron Mountain's Professional Services teams are deployed to "lift the lid" and gather the information needed to bring the remaining records into compliance. This service can be provided at Iron Mountain records centers or your own field offices, and encompasses:
Your legacy records inventory is classified, organized, and identified for final disposition, per your custom specifications:
Your Iron Mountain accounts are updated to systematically administer your records management policies:
After classification, records can be destroyed in a legally defensible manner when they reach the end of their retention period. Active records now have enough metadata to facilitate searches and enable future destruction. Critical records can be identified for digitization or file-level indexing.
Utilizing Iron Mountain's classification services, either individually or in tandem, results in reduced overall storage at Iron Mountain records centers, your own offices, and other storage facilities. You'll know exactly which records can be immediately and eventually destroyed through extensive destruction eligibility reporting, infographics, and ROI Modeling.
Our comprehensive classification solutions are appropriate for organizations that want to reduce their legacy records inventory stored at Iron Mountain or elsewhere, reduce the amount of expensive office space used to store documents on premise, or consolidate holdings among multiple vendors into a single user-friendly inventory management system. For organizations moving towards a paperless future, the reduced corpus of fully-indexed content lowers the costs of digitization and storage.
Don't overlook these proven strategies when downsizing, closing, or moving an office space
A guide to optimizing assets for value generation, sponsored by Iron Mountain.