Flexible inventory for near-instant document retrieval helps council save significant costs
Customer Success Stories
A county council steeped in history, faced the modern challenge of managing an ever-growing archive of records across multiple inefficient sites. By partnering with Iron Mountain, they consolidated their document estate, streamlined public service workflows, and achieved significant cost savings.
The Challenge: A fragmented legacy setup
With documents distributed across mixed-use buildings not designed for long-term storage, the council struggled with:
- Inefficient Retrieval: Staff faced time-consuming searches that impacted day-to-day decision-making.
- Strained Resources: Growing record volumes placed a heavy burden on physical space and administrative oversight.
- Operational Rigidity: The lack of a scalable system hindered the council’s drive to free up property assets and modernise operations.
The Solution: Strategic consolidation and digital access
The council initiated a transformation aimed at improving accessibility and ensuring regulatory compliance through a centralised approach.
- Crown Commercial Service Contract: Utilising the UK’s largest public procurement organisation, the council secured an economical and secure seven-year agreement.
- Centralised Repository: Document storage was consolidated at the secure Kemble facility, allowing for professional inventory management.
- Iron Mountain Connect™: A web-based portal providing staff with near-instant access to retrieve and manage paper documentation.
- Proactive Estate Management: A structured program for the secure destruction of out-of-date records to reduce storage volumes over time.