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When records are stored without metadata or descriptive information, it’s impossible to understand what you have and make defensible decisions on what to retain, defensibly destroy, or digitize.
When records are stored without metadata or descriptive information, it’s impossible to understand what you have and make defensible decisions on what to retain, defensibly destroy, or digitize. Collecting the missing information is a painstaking process that requires manually reviewing and documenting the contents of each box. What happens if you lack the budget, staff, expertise, time, and space needed to complete such an extensive project?
Without a thorough understanding of your records inventory—and thus the ability to make defensible decisions—you have no choice but to store records indefinitely. This not only means unnecessary costs and risks, but also limits your ability to find information or quickly respond to compliance obligations, mergers, acquisitions, and divestitures.
If you answered yes to any of these questions, ask us about Iron Mountain Smart Reveal.
Approximately 20% of paper records are stored in boxes with little or no metadata. This makes cleaning up your legacy files virtually impossible.
Records Identification and Cleanup Priorities Survey was conducted via a third-party provider in April 2022.
Smart Reveal is a cost-effective solution that provides both photos and information about boxes of records stored with unknown contents so that you can make informed decisions on what to do: retain, defensibly destroy, update metadata, assign ownership, digitize records, or whatever you require.
The Smart Reveal solution takes pictures of the outside of each box plus an aerial view to help determine what’s inside. The solution provides existing historical metadata so that you will have what you need to assess the contents of each box and make an informed decision about the appropriate action.