Iron Mountain Smart Sort for healthcare & life sciences

Solution Guides

Achieve your information governance and business objectives with Smart Sort.

April 27, 20226 mins
Iron Mountain Smart Sort - Take control of your medical records inventory - Business leader is watching medical data reports.

Achieve your information governance and business objectives with Smart Sort

Your challenge

You need to sort and reorganize your records inventory to make defensible decisions on disposition. Unfortunately, this is not as simple as it sounds.

What makes disposition so complicated?

  • Lack of inventory integrity/visibility: When key metadata is not captured and listed throughout the information lifecycle, it is difficult to search, manage and make decisions on what records to retain, digitize, or destroy.
  • Commingled record types and event date complexity: Different record types - such as medical, legacy or organizational records - have different requirements. If records are not organized according to record classification or event date, you can't confidentiality and defensibly take action.
  • Reorganizing records is labor intense and expensive: You lack the resources to sort each file by destruction eligibility date, record type, a unique identifier, or other requirement.

What this means

  • Unnecessary cost: Large volumes of records without file-level metadata that are stored without regard to destruction eligibility dates or record classification will impact your ability to effectively manage your program.
  • Increased risk: Holding on to records longer than necessary increases the risk of information loss and regulatory violations. It also adds complexity to legal discovery, audit response, and compliance management processes.
  • Lost productivity: Finding what you need and making quick decisions on records disposition requires a well-organized inventory. Without an efficient process to sort and reorganize files, you could lose time and delay your critical objectives.

Do you...

  • want to destroy patient medical records but can’t confidently isolate which ones are eligible without a substantial investment?
  • have a large volume of inherited records, especially as a result of a merger, acquisition or divestiture?
  • have trouble finding records or have commingled files and disorganized records?
  • want to relocate inventory but first need to destroy what you no longer need?

If you answered yes to any of these questions, ask us about Iron Mountain Smart Sort.

Simplify and expedite decision-making

With Iron Mountain Smart Sort, you can quickly and confidently make decisions about your legacy files to enable a more compliant and efficient records management program. Our trained records management team will use input from your database and records retention schedule to automate defensible decision-making at the file level. We will sort and reorganize your records so that you can confidently make decisions about disposition and quickly meet business objectives, like responding to a divestiture, legal matter, or destruction requirements.

Smart sort enables you to make defensible decisions by sorting and reorganizing records by:

  • Destruction date: Sort and reorganize your records according to destruction eligibility year so that you can confidently destroy paper documents as they meet retention dates.
  • Category: Initiatives, such as divestiture, require the need to isolate records in a short period of time. We will sort and reorganize your records according to record type, record status, unique identifier—or whatever you require.
  • Association: If you do not require sorting and reorganizing of your inventory, leverage Smart Sort to apply metadata to records at the file level so that you can avoid the high cost of manual file-level listing. 

Want to learn more?

To learn more, contact your Iron Mountain account manager directly, or fill out this form to request more information. Include the words Smart Sort in the comments section.