Outcome
- Implemented Enterprise IM Policy and Research Centre
- Processed all global records disposal and IT asset disposition
- Collated records into a centralised management repository
- Resulted in 85% of legacy records mapped, coded, and uploaded to formal system
Managing records is a lot of work.
And when an organisation has been
around for a while, that process only
becomes more complex. Those who
reach enterprise level have the added
pressure of coordinating records
management across disparate
departments, through mergers and
acquisitions, and on a global scale.
Over the course of several decades,
this global technology infrastructure
company accumulated nearly half a
million customers from around the
world. With its ability to adapt to
the ever-changing tech landscape,
this company’s core offerings touch
nearly every aspect of today’s
businesses. This success, however,
resulted in an expanding records and
information (RIM) organisation.
Years of no centralised records system creates disorganisation and inefficiency
This organisation had a records
management policy and retention
schedule but no formal records and
information staff to support and
enforce it. To keep track of every
file, the company used one tracking
tool in the United States and various
spreadsheets across all other
countries—all of which were being managed by various onsite facilities
managers. Each country managed its
own vendors, storage, destruction,
IT asset disposition, and more. When
business lines ran out of physical
room in their offices, facilities
managers were called in to arrange
records transportation and storage.
This resulted in:
- Lack of secure record handling
training and vendor management
- No singular cohesive
management process
- Minimal visibility into
record locations
- Risks to sensitive business,
customer, or partner information
- Inability to determine patterns
or trends from records data
- Lack of clarity on how to
clean up legacy records
- Slower purchase order and
billing/invoice management
Streamlining records management with dedicated temporary staff
When this organisation acquired
another tech company, there
were thousands of files that came
with that. And with a records
and information management
system of its own in disarray, this
organisation was under water
Iron Mountain was already an
established partner of the newly
acquired organisation, so it was only
natural for this customer to turn to
Iron Mountain for overall professional
staffing support. Here, an onsite
records manager with four remote
senior records analysts were brought
onboard to support the records and
information management needs
for 170,000 employees. Through
this new onsite staffing solution,
this organisation was able to:
- Consolidate records to one
vendor per country
- Implement an annual
paper disposal and IT asset
disposition schedule
- Enable global management
including records searching
and tracking
- Authorise global legal and
tax holds as needed
- Establish schedule for global
records destruction
- Implement a comprehensive
global records training
programme for employees
RIM support staff boosts operational efforts
Over the course of 13 years, Iron
Mountain’s dedicated records
and information management
professionals worked alongside this
organisation’s employees. Through
continuous and detailed work, this
organisation was provided with
the proper staff, tools, and training
for a successful RIM system.
Here are a few of the benefits
this customer experienced:
- Cost savings from records being
identified and defensibly destroyed
- Closed dormant accounts and
consolidated accounts and vendors
from acquired companies
- Ensured one vendor per country
under one purchase order,
resulting in fewer billing issues
- Created required metadata for
all new records sent offsite
With Iron Mountain Dedicated
Professional Staffing, you’ll
have trained and screened RIM
professionals working alongside you
to implement and administer your
programme. With years of experience in
best practices, policy management,
and consistent implementation, Iron
Mountain can help you achieve a
compliant and effective RIM programme.
