Outcome
- Impacted bottom line through consolidated vendor support
- Ensured RIM program remained functioning and compliant
- Maintained high level of legal hold and inventory search processes
As a multinational asset management
organisation, there’s an expectation
of operational excellence. However,
this organisation experienced a
staffing issue that impacted nearly
every part of its daily operations—
records and information management
(RIM).
To provide the expertise and quality
of service that it’s known for, the
organisation needed to quickly
remedy its records staffing and
support issues.
Operational issues loom as in-house records staff dwindles
As a trusted organisation that’s
been in business for decades,
there’s not much room for error.
Every day, tens of thousands of
employees need access to records
and information to support worldwide
customer investments. So when this
organisation’s RIM staff was reduced
to one person, it needed to act
swiftly.
Without a solution to its staffing
challenges, operations would likely
slow to a standstill. Additionally,
it could result in catastrophic
impacts for customers. Before
these challenges could ripple across departments, the organisation
searched for a solution to support its
records and information operations
until the proper internal team could
be hired and trained.
Onsite dedicated staffing service steps in
Given its lack of a trained in-house
RIM team, this organisation knew
it needed quick onsite expertise. It
already trusted Iron Mountain with its
hard copy and tape storage, so when
it came to RIM staffing issues, Iron
Mountain was a natural fit because of
its organisational knowledge of the
firm’s inner workings.
At the onset of the engagement, Iron
Mountain provided two dedicated
records managers alternating shifts
for a total of eight hours per week.
Six months into the engagement, the
organisation’s initial fear became a reality—the company’s only remaining in-house
records manager decided to retire.
Upon this retirement news, Iron Mountain was
able to step in to increase hours and provide an
onsite senior records analyst working 20 hours
per week. In total, there were three Iron Mountain
records professionals assessing, upgrading, and
maintaining the organisation’s records system.
These staffing roles also provided support with
user communications, records destruction, policy
implementation, legal holds, and more.
Staying in compliance and streamlining operations with dedicated support
Over the course of the relationship with this
customer, Iron Mountain has become a trusted
partner. Our onsite expertise provided the
necessary support to ensure the organisation
maintained a successful RIM program.
Here are a few of the benefits this customer
experienced:
- Cost savings through consolidated
vendor support
- Support and resolution for vendor
management questions
- Monitored shared records and
information mailbox
- Completed customer record enquiry requests
- Processed legal holds and inventories searches
- Maintained RIM policy compliance
With Iron Mountain Dedicated Professional
Staffing, you’ll have trained and screened RIM
professionals working alongside you to implement
and administer your program. With years of
experience in best practices, policy management,
and consistent implementation, Iron Mountain can
help you achieve a compliant and effective RIM
program.
