Physical records stored on shelves

Records and Information Management

Free paper records inventory assessments

Leverage free, fast inventory and site assessments with actionable next steps

Take control of your paper records inventory - regardless of location

Like most organizations, you have paper records stored in various locations—offsite with a storage provider, onsite in self-managed file rooms, desks, and closets, or even in public storage facilities.

This scattered storage makes it challenging to gain complete visibility into what records you have, where they are located, and whether they are being managed in accordance with compliance requirements. As a result, you may end up with over-retained records and miss opportunities to advance your AI initiatives. We can help.

Fast, free records inventory assessments

Iron Mountain has the tools, resources, and expertise to help you gain control of your paper records inventory, regardless of location. Use our free records assessments to gain intelligence on your inventory, expose risks, and identify opportunities for improvement. All of our assessments are free and can be completed in minutes.

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The challenge of scattered records

A recent study found that 90% of surveyed organizations store paper records in multiple locations, and 68% have records scattered across warehouses, offices, desks, and filing cabinets.1

1Survey of Records and Information Management Professionals, conducted in partnership with Vanson Bourne, a specialist B2B technology market research agency, 2026.

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How it works

Step 1: Choose your free assessment(s)

Choose one or any combination of our free assessments to expose risk across your entire paper records inventory.
Assessments include:

  • Online site review
  • Total cost of ownership
  • Evaluation of records already stored with Iron Mountain.
See assessments

Step 2: Gain intelligence

Receive a summarized analysis with a recommended roadmap categorized by risk: high, medium, or low.

Step 3: Manage your risk

Finally, take control of your paper records inventory to reduce over-retention and gain the visibility you need to accelerate AI readiness.

Where are your records stored?

Choose the assessment(s) that make the most sense for your organization.

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Onsite

Records stored across your organization (warehouses, offices, desks, and filing cabinets)
Solution

Onsite

Free online assessment
Send our proven checklist to your employees to determine where and how records are stored across your organization. Or if you prefer, we can distribute it on your behalf.

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Onsite and offsite

Dedicated onsite record center(s) or boxes stored offsite with another provider
Solution

Onsite and offsite

Free total cost of ownership assessment
Understand the costs of your current storage method versus offsite storage with Iron Mountain.

Get your assessment now

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Iron Mountain

Boxes of records stored with Iron Mountain
Solution

Iron Mountain

Free inventory assessment
For records already stored with Iron Mountain, we’ll analyze your box-level records inventory, categorize each box to a specific records cleanup challenge, and provide corresponding recommendations.

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What you’ll learn from our record assessments

Our insightful assessments expose critical information about your current paper records inventory, for example:

  • Document location: Get a clear breakdown of where all your physical files sit.
  • Inventory blind spots: Learn what percentage of onsite documents lack box-level information or contain unknown contents.
  • Policy adherence: See how consistently your team applies retention policies to records stored onsite.
  • Destruction compliance: Understand how well your employees track destruction eligibility dates for records stored onsite..
  • Financial comparison: Weigh the long-term costs and benefits of onsite storage against Iron Mountain offsite storage.
  • Support records cleanup: Get actionable steps to clean up inventory stored with Iron Mountain.

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Roadmaps to records inventory control

Once we complete your assessment(s), we’ll walk you through a detailed report that identifies areas of risk, and recommended actions, aligned with your immediate and long-term goals.

Together, we’ll design your roadmap to address everything from your high-risk, to your mid- and lower-level risks, with a proposed implementation timeline tailored to your goals, bandwidth, and budget.

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Frequently asked questions

Are these record inventory assessments really free?
Yes.
How do I know what type of record assessment to choose for my organization?
  • Online site assessment: Used for records stored across your organization (warehouses, offices, desks, filing cabinets, etc.)
  • Total cost of ownership assessment: Used for dedicated onsite record center(s) or boxes stored offsite with another provider.
  • Iron Mountain inventory assessment: Used for boxes of records stored with Iron Mountain
    • An Iron Mountain representative can further explain our assessments, review what you will learn from each, and show you examples of the output.
How long does an inventory assessment take to complete?
The time varies by assessment, but in general, it takes approximately 5 to 10 minutes to complete.
What specific deliverables will I receive after the record inventory assessment is finalized?
You will receive an executive presentation that outlines the assessment findings, highlighting risks and recommendations to mitigate them. An Iron Mountain representative can show an example of the output.
Do I need to select only one assessment, or can I pick multiple assessments?
You can select multiple. The goal of this suite of assessments is to help identify and prioritize potential costs and risks, regardless of where your records are located.
How much time and effort does my internal team need to invest in this process?
Once you or your employees complete the assessment, Iron Mountain will generate an executive presentation summarizing the findings and recommendations. From there, we will work together on the design and implement an action plan that aligns with your timeline and budget.

We're here to help.