Iron Mountain Smart Sort

Sort, organize, and manage physical files at scale
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Iron Mountain Smart Sort

Sort, organize, and manage physical files at scale
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Unmingle the Commingled

Commingled files and disorganized records aren’t just a nuisance. They’re a liability that can inflate storage costs, increase discovery and litigation risks, and stymie the flow of critical information.

But what if you could efficiently unmingle your commingled files and know what to retain, defensibly destroy, digitize, or provide for a divestiture, legal matter, or other business need? And what if you could do it all without a complex, labor-intensive discovery project?

With Iron Mountain Smart Sort, you can. Smart Sort is a simple and budget-friendly solution to help you finally gain control of your records inventory.

How Iron Mountain Smart Sort Works

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Before

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

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

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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 like destruction dates, record type, a unique identifier - or whatever you require.
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After

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

Benefits of Iron Mountain Smart Sort

Find records quickly and accurately

Make defensible decisions about what records to keep, destroy, or digitize

Reduce the cost and risk of records storage

Support office reconfigurations and closures

Accelerate digital transformation

Navigate mergers, acquisitions, and divestitures quickly
Contact Us To Learn More
Premium Content Whitepapers Smart Sort provides a path to defensible disposition

Smart Sort provides a path to defensible disposition

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Premium Content Infographics Take Control Of Your Records Inventory With Iron Mountain Smart Sort

Take Control Of Your Records Inventory With Iron Mountain Smart Sort

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Premium Content Datasheets and Solution Briefs Closing a file room?

Closing a file room?

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Learn How Smart Sort Can Help Your Business

Hospital Reduces Records Storage Costs And Improves Visibility And Compliance With Iron Mountain Smart Sort

Learn how a major US medical center freed up space for patient care by relocating their paper records offsite. They leveraged Iron Mountain Smart Sort to sort, reorganize, and cull their files prior to the move. This resulted in enhanced visibility across their inventory and savings of over $1 million in storage costs.

Hospital Reduces Records Storage Costs and Improves Visibility and Compliance With Iron Mountain Smart Sort

Healthcare Provider Uses Smart Sort To Reduce The Cost/Risk Of Records Storage

Learn how a large private healthcare provider used Iron Mountain’s Smart Sort solution to sort and reorganize their entire records inventory, establishing a process for defensible destruction of all current and future records. The result was increased compliance, improved inventory accuracy, reduced risk, and a decrease in storage costs of 40–50%.

health professionals watching computer

Healthcare Provider Uses Smart Sort to Reduce the Cost/risk of Records Storage

Iron Mountain Smart Sort Clears The Way For A Corporate Divestiture

Learn how a large insurance company involved in a major divestiture relied on Iron Mountain Smart Sort to quickly determine what business records to keep and what to turn over to buyers. Using Smart Sort, the project was completed in less time and at lower cost than would have been possible using in-house resources.

Iron Mountain Clean Start- Two happy people

Iron Mountain Smart Sort Clears the Way for a Corporate Divestiture

Frequently Asked Questions

We can execute a Smart Sort project at your facility or ours.

We will consolidate the inventory at an Iron Mountain facility and then conduct the Smart Sort project. At the completion of the project, we store only those records that are required to be retained. The Smart Sort process identifies files that have met retention requirements and can be defensibly destroyed. With a cleaned-up inventory, you can reduce your costs by paying to store only those files that need to be retained for compliance requirements.

We need information from your core business application (master patient index, policy or loan management system, case file management system, etc.) and an up-to-date records retention schedule.

Yes, each project is customized to your records retention policies and specific requirements.

  • You will benefit most from a Smart Sort project with core business records that carry event date retention rules (loans, policies, claims, patient records, case files, HR records, etc.).
  • Corporate/business records are not recommended (payroll records, invoices, etc.).

You select how you want to proceed, and the project will be customized to your requirements, objectives, and budget.

  • The Smart Sort process leverages your retention schedule and rules to create a standardized methodology for file review and processing. This rules-based approach allows us to deliver a consistent and defensible output.
  • At the end of the Smart Sort process, we will provide a report that gives you file-level visibility and the corresponding disposition for each file. This report enables you to defend the actions taken on each file.
  • For more information, please read SMART SORT PROVIDES A PATH TO DEFENSIBLE DISPOSITION.
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Explore Additional Services

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Offsite Records Storage

We can execute a Smart Sort project at your facility or ours. And once the project is complete, we will store your records in one of our secure and compliant records centers.
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Secure Shredding

Through the Smart Sort process, we will isolate records that have met retention requirements and are eligible for defensible destruction with Iron Mountain’s Secure Shredding service.
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Document Imaging and Digitization

Smart Sort will help you make informed decisions and select which records to digitize so that you can accelerate your digital transformation journey.
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Dedicated Professional Staffing

Managing your legacy records can be a challenge, and oftentimes you’ll need extra help. Iron Mountain offers a range of dedicated records management professionals who can support you on a full- or part-time basis, at your offices or remotely.

Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience.

business women

Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience.