info gov and digital solutions - digital brochure - overview

DIGITAL SOLUTIONS

Eliminate paper and all the inefficiencies that come with it by managing your information

electronically. Our Workflow Automation services can help transition to a more digital workplace

with document imaging, scanning, and indexing as well as archiving and secure storage solutions.

RECORDS CL A SSIFIC ATION & DEFENSIBLE DISPOSITION

Keeping redundant, outdated, or trivial (ROT) information can lead to unnecessary costs and

untold amounts of frustration. Our methodical process for cleaning up your physical, electronic,

and tape information can mitigate risk and reduce storage costs by 30 percent.

RIM ORGANIZ ATIONAL DE SIGN & STAFFING

You lead IG and RIM initiatives but do you have the right people to manage them? We can

help you rapidly onboard screened, experienced records management experts to manage the

day-to-day operations of your RIM program.

GLOBAL POLICY & RE TENTION SCHEDULE DE VELOPMENT

The Global Policy & Retention Schedule Department helps to instantly implement updates

to laws and regulations, integrating with content repositories to ensure that the policies are

executed, keeping you current and compliant.

IG CONSULTING & IMPLEMENTATION

An effective Information Governance Program starts with goals and a plan to reach them.

Our Professional Services team can guide you through our proven IG strategy development

methodology to help you arrive at your future-state IG ambitions.

GE T TO KNOW IG & DIGITAL SOLUTIONS

When it comes to managing your company’s business-critical records and data, you don’t have

to do it alone. Get expert advisory services from the team at Iron Mountain to achieve new levels

of performance for the integrated management of digital and physical information.

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GET TO KNOW INFORMATION

GOVERNANCE & DIGITAL SOLUTIONS

YOU ’RE DETERMINED to take control of your

organization’s information. It’s a big job because information

is everywhere, it exists in multiple formats, and it’s subject

to thousands of laws and regulations. As more organizations

realize the cost savings and efficiency of digital transformation,

the information governance conversation has taken on a new,

technology-focused tone.

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GET TO KNOW INFORMATION GOVERNANCE & DIGITAL SOLUTIONS PAGE 1 OF 4

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OUR DIFFERENCEHAS BEEN 20 YE ARSIN THE MAKING

For more than 20 years, Iron Mountain has been building a

team of experts who specialize in the discipline of information

governance, helping some of the world’s largest organizations.

Our global team of IG professionals can design, implement,

operate, and measure a holistic IG plan for your organization.

The Iron Mountain information governance consulting team is

one of the largest in the world consisting of:

Many of our consultants are sought-after thought leaders,

frequently speaking at industry venues such as ARMA, AIIM,

LegalTech, AHIMA, and the Chief Information Governance

Officer Summit.

• LEGAL RESEARCHERS

• LAWYERS

• LAW FIRM PARTNERS

• RISK & COMPLIANCE

• RECORDS MANAGERS

• LIBRARY SCIENTISTS

• IG PROFESSIONALS

• RM/ECM TECHNOLOGISTS

• INFORMATION MANAGERS

• RECORDS MANAGERS

• IMAGING SUPPORT

• TAPE LIBRARIANS

• INFORMATION ANALYSTS

• RECORDS ANALYSTS

• FILE ROOM ADMINISTRATORS

• DATABASE COORDINATORS



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THE ADVANTAGE OFLOOKING AT THE WHOLE PICTURE

Information Governance has been a corporate discipline for

decades, becoming even more of a business requirement as the

amount of electronic information has exploded, bringing with it

breaches, cyberattacks, and litigation.

So why don’t more organizations have developed IG programs?

For years IG initiatives aimed to solve single-issue problems

rather than taking a holistic approach, following a strategic

multiyear plan. We look at the whole picture.



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STEP 1 : STR ATEGYWe start by examining your current program, identifying strategic steps you can take to achieve your

IG goals. Using our proprietary benchmarking database with data accumulated across industries,

we can determine the correct compliance and business value maturity. We provide IG Assessment

& Roadmap services for all organizations, including those undergoing a merger, acquisition, or

divestiture. Initiatives to drive cost and reduce IT management burden can be facilitated with

strategic solutions such as Application Portfolio Optimization and Rationalization. And, finally, our

Governance and Design services ensure your strategy is aligned within your organization.

STEP 2 : FOUNDATIONPolicies, procedures, and guidelines form the basis of your IG program. Our experts

help you establish foundational program elements for records and information

management, privacy, security, retention, and legal holds. We can provide Process

Design services to help you eliminate paper, realizing the benefits of workflow

automation. With thorough policies and processes in place, you can then turn your

attention to implementing your program.

STEP 3: IMPLEMENTATIONFollowing our IG methodology, we can partner with you to implement solutions across

your organization and bring your program to life. We address retention requirements

to ensure all your employees are abiding by legal guidelines, and we help you

integrate policies with your systems so software can classify, archive, and dispose of

information. With your plan in place, you’ll be ready to address content classification

discrepancies with remediation plans and make defensible disposition decisions.

STEP 4: OPER ATIONSWe evaluate your organization design and plan resources that will lead to the highest

levels of performance. You can select staff from our prescreened talent pool of

information management professionals who are specialists in various disciplines of

IG. We can also provide a customized IG/RIM training curriculum so you can boost

program adoption by all employees. And when you want a status update, we can

provide in-depth monitoring and auditing services to identify gaps that may be

inhibiting performance.

OUR METHODOLOGYTR ANSL ATES INTO YOUR SUCCESS



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INFORMATION GOVERNANCE

CONSULTING & IMPLEMENTATION

SOLUTION / MANAGEMENT ICONS

DISK STORE RECORDS TAPE VAULTING

SHREDDINGMANAGEDIGITISE

DATA CENTER

AUDIENCE

ITC-SUITERIM

LEGALPROCUREMENT/PARTNER/DEDICATED

HEALTHCARE LEGAL FINANCE

INDUSTRY

SECURITY THOUGHT LEADERSHIP /FORWARD-LOOKING

TRUCK/FLEET

FORKLIFT, OPERATIONS

RECYCLE, SUSTAINBABILITY

BENEFITS

MISC.

STRAIGHTFORWARD / STORAGERESPONSIVE CARING/LEADERSHIP




DATA CENTER

AUDIENCE

ITC-SUITERIM



INDUSTRY


TRUCK/FLEET



BENEFITS

MISC.





DATA CENTER

AUDIENCE

ITC-SUITERIM



INDUSTRY


TRUCK/FLEET



BENEFITS

MISC.





DATA CENTER

AUDIENCE

ITC-SUITERIM



INDUSTRY


TRUCK/FLEET



BENEFITS

MISC.


INFORMATION GOVERNANCE CONSULTING& IMPLEMENTATION

Establishing an information governance practice is no easy task. It’s more than just the

challenge of keeping track of ever-changing legal and regulatory obligations. It’s gaining

executive support. Building strong relationships with internal stakeholders. Navigating

the information challenges of a merger, acquisition, or divestiture. And, perhaps the

biggest of them all, demonstrating the value to your organization’s business goals.

The Iron Mountain Information Governance Consulting practice is a team of IG experts

with years of experience advising and establishing information governance programs for

some of the largest and most heavily regulated organizations. We combine our experience

in records and information governance with a future-oriented mindset so you can better

adapt to your ever-evolving information and digital transformation challenges.

STRATEGY• IG ASSESSMENT & ROADMAP

• MA&D STRATEGY

• APPLICATION PORTFOLIO ASSESSMENT & STRATEGY

• GOVERNANCE & ORGANIZATIONAL DESIGN

FOUNDATION• POLICY, PROCEDURES, & GUIDELINES FOR:

˚ RECORDS & INFORMATION ˚ PRIVACY ˚ SECURITY

˚ LEGAL HOLD

• IG KPIS & AUDIT TESTS

• PROCESS DESIGN

IMPLEMENTATION• POLICY CENTER SOLUTION & GLOBAL RESEARCH SERVICE

• METADATA MODELS

• CONTENT CLASSIFICATION & REMEDIATION

• APPLICATION ARCHIVING, BACKUP, & RETIREMENT

• DEFENSIBLE DESTRUCTION

OPERATIONS• IG STAFFING & OUTSOURCING

• TRAINING

• MANAGED SERVICES

• IG PROGRAM MONITORING & AUDITING

INFORMATION GOVERNANCE CONSULTING & IMPLEMENTATION PAGE 1 OF 6

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A STRATEGIC,PROVEN METHODOLOGY

The Iron Mountain methodology

combines assessment

and advisory services for

strategy development,

consulting services that build

the foundational program

components, expertise

from technology-enabled

solutions to support program

implementation, and

operational support for the

ongoing management and

maintenance of your program.

• STRATEGY

• FOUNDATION

• IMPLEMENTATION

• OPERATIONS

WHY DO YOU NEEDAN IG STR ATEGY ?

There are a number of reasons why a single

information governance strategy should be a priority.

Regulatory liability and cultural threats have turned

information governance into a daily focus while

data breaches, hacktivism, and cyberattacks force

organizations to prioritize privacy and security. To

protect your organization while realizing the financial

benefits of a well-executed IG program, a multiphase

strategy allows you to address your governance as an

organizational-wide initiative. A developed strategy

aligns all departments and helps to build a common

understanding of the benefits of a proper IG program.

INDUSTRY FACT:

94 percent of organizations intend to apply more budget and resources

to their information management programs, but a massive 72 percent

lack a strategic, multiyear plan for records and information management.

Source: Iron Mountain. “A View into Unified Records Management: Iron Mountain Compliance Benchmark Report.”



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WHY IRON MOUNTAINIG CONSULTING?

As one of the industry’s largest IG consultancies with experience working with

many of the world’s leading firms, we combine compliance and IT skills to

make practical recommendations that can be immediately implemented. From

lawyers and legal researchers to records managers and library scientists, our

IG professionals take the time to understand your specific needs and provide a

detailed project plan with a timetable for deliverables.

IG ASSESSMENT & ROADMAP

Whether you have an existing IG program or just components of a plan in

place, the Iron Mountain IG Assessment & Roadmap service can identify the

current state of your program and develop a roadmap to where you want to be.

Our expert IG Consultants will methodically evaluate your program, assessing

everything from organizational design and policies to workflow processes and

information inventory analysis.

This systematic process will result in recommendations you can use to guide

an IG program going forward. The service includes diagnostic benchmarking so

you know how your IG program stacks up against peer organizations. Samples

of your inventory will be tested against your policies and retention rules to

determine the accuracy of your program. You’ll receive recommendations

for next steps, prioritized for your organization’s unique risk tolerance and

categorized to target gaps in your existing program. The final deliverable will

be presented as a multiphase or multiyear Strategic IG Roadmap.



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POLICY & PROCEDUREDEVELOPMENT SERVICES

Responsibility and accountability for information governance should be

clarified, documented, and communicated throughout the organization. Our

consultants help you craft Information Management Policy and Procedures

that are defensible, understandable, transparent, and easily adopted by all

employees and contractors. Your policies will address the entire life cycle of

information—from creation, management, access, preservation, retention and

secure disposal/destruction. Our IG experts can periodically evaluate your

Policies and Procedures to ensure they address current topics, such as privacy,

security, and legal holds. Finally, we can help you host your updated Policies

and Procedures on the Iron Mountain® Policy Center solution—our industry-

leading retention policy authoring and distribution platform.

MERGERS, ACQUISITIONS,& DIVESTITURES

To get a positive outcome from your MA&D, you must implement plans fast.

Our consulting team starts with a broad view of all departmental initiatives

within the impacted organizations. We also determine where information

lives, what risk it represents, and how it will be reconciled and accounted for

according to reliable retention policies. We guide you through our proven

methodology to address and resolve issues with your people, processes, and

technology to achieve your goal of becoming one company as fast as possible.

For more info, click here.



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APPLICATION PORTFOLIOOPTIMIZ ATION & R ATIONALIZ ATION

Our IG and technology experts can help you design and

implement your application rationalization and optimization

initiatives to reduce costs and free up resources that can enable

innovation. We perform a technology portfolio diagnosis to

catalogue your applications by business value and identify

opportunities for conversion, retirement, or reinvestment.

With greater control of your portfolio, you’ll know exactly where

the most relevant information is living across your network.

You will also prepare your legacy application portfolio for fast-

emerging business requirements brought on by market changes

such as cloud, big data, social, and mobile. The Application

Portfolio Optimization strategy includes:

• APPLICATION RATIONALIZATION AND INVENTORY OF LEGACY SYSTEMS

• APPLICATION PRIORITIZATION

• DEMAND MANAGEMENT

• BUSINESS CASE DEVELOPMENT

• ENTERPRISE ARCHIVE STRATEGY PLANNING AND DEFINITION

• PROGRAM GOVERNANCE FORMATION AND ALIGNMENT

• ARCHIVE SERVICES MODEL DEFINITION

• INFORMATION GOVERNANCE AND LEGAL HOLD POLICY ALIGNMENT



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http://www.ironmountain.com/Knowledge-Center/Reference-Library/View-by-Document-Type/Solution-Briefs/A/Application-Portfolio-Optimization.aspx

http://www.ironmountain.com/Knowledge-Center/Reference-Library/View-by-Document-Type/Solution-Briefs/A/Application-Portfolio-Optimization.aspx

GOVERNANCE &ORGANIZ ATIONAL DESIGN

Teamwork is a key to information governance. This requires getting

all your departments to understand the value of consistent IG

practices. Our IG strategists share best practices of assembling

an IG Council—including Legal, Risk/Compliance, RIM, IT, and

your lines of business—representing the creators and managers of

your organization’s vital information. Our Organizational Design

consulting gives you recommendations for aligning your people

to support your ongoing IG initiatives. Change management,

training, and staffing strategies can also be provided to ensure

your Governance structure properly aligns with your strategy.


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TRAINING MATTERS:

20 percent of data loss incidents are most likely

caused by staff negligence and bad IG practices.

Source: AIIM Information Management in 2016 and Beyond.


GLOBAL POLICY & RETENTION

SCHEDULE DEVELOPMENT

GLOBAL POLICY & RETENTIONSCHEDULE DEVELOPMENT

Do you have a global retention schedule and, if so, when was the last time

you updated it?

There are few things more important to your information governance program than your

retention schedule. It’s used to validate your most sensitive information management

decisions. It’s absolutely critical that legal research is accurate and trustworthy.

THE STRUGGLE IS RE AL

Information managers across the globe often struggle with their records retention

schedule in four ways:

1. Keeping up with the latest rules and regulations for records retention

2. Balancing requirements with contradictory privacy demands

3. Systematically applying these rules to content proactively

4. Communicating policy changes to employees

Because all companies have different information obligations and risk profiles, every

organization’s retention requirements will be different. Making sure your own unique

legal research and retention rules are aligned is necessary to building a reliable retention

schedule. And when your organization operates in multiple countries, changing local laws,

government regulations, and language barriers can complicate things even further.

INDUSTRY FACT:

68 percent of IG practitioners struggle to keep up with the latest rules and regulations

for records retention to govern both physical and electronic information.

Source: Coleman Parkes Research. Iron Mountain commissioned survey. 2015.


GLOBAL POLICY & RETENTION SCHEDULE DEVELOPMENT PAGE 1 OF 4

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YOUR “POLICY EVERY WHERE” SOLUTION

With the Iron Mountain® Policy Center solution, you’ll have access to

country-by-country rules and regulations so you can proactively push

new guidelines across your enterprise. You’ll receive expert guidance from

policy and records retention specialists who can help you improve your

records taxonomy and structure. We can define your go-forward legal

research needs based on your unique requirements, helping to keep your

schedule continually current using our subscription-based Iron Mountain®

Global Research service.



http://www.ironmountain.com/policycenter

POLICY CENTER:SOLUTION HIGHLIGHTS

Policy Center is the cloud-based portal that makes it

easy to receive up-to-date retention guidelines and

share updated retention schedules with your content

infrastructure through a standardized integration

connector. The tool gives you an elaborate and powerful

set of policy authoring and distribution capabilities to

help you manage your retention obligations, including:

• Reporting: Share content, such as legal citations and retention requirements, from within Policy Center with flexible exporting and reporting.

• Secure: Set IP address and user restrictions, limit access to content, protect against unauthorized visitors, and reference log-on history with an audit log that records activities.

• IG Portal: Create simple views of your retention schedule—in any language, in any country, for any user—presenting it in a simplified, interactive format.

• Advanced Search: Look across multiple data types and sift through large amounts of data so you can quickly locate the information you need.

• Maintenance Dashboard: Receive, review, and accept updated legal content directly within Policy Center, allowing you to keep your retention schedule up-to-date.

Explore these and other powerful features of Policy

Center by visiting the Iron Mountain Demo Showcase.

HPE CONTENT MANAGER & IRON MOUNTAIN POLICY CENTER

With this industry-first

integration of the Policy

Center solution and

HPE Content Manager,

HPE customers can now

automatically synchronize

their retention policy with

up-to-date legal policy across

industry verticals and regional

jurisdictions, reducing risk,

cost, and complexity.

Combining these two

enterprise platforms enables

you to bridge the “last mile” of

your information governance

program and connect policy

to your content.



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http://www.ironmountain.com/About-Us/Company-News/News-Categories/Press-Releases/2016/September/20.aspx

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HIGH-QUALIT Y LEGAL RESE ARCH. E XPERT ADVISORY SERVICES.

If Policy Center is the rocket, then the Iron Mountain® Global

Research service is the fuel. It has shifted how legal research is

compiled, curated, and delivered for retention schedules. Using

a step-by-step process, our legal experts define and build a

research library tailored to your organization’s risk profile and

sized to your global footprint.

Our in-house legal team and network of local law firms monitor

legal and regulatory activities associated with the 35,000+

global legal citations in our proprietary research catalogue.

You can subscribe to specific areas of law within your countries

of operation to receive consistently formatted retention

requirements mapped to your record class structure. When laws

change, you’ll be alerted immediately so you can incorporate

policy changes with the click of a mouse.

For more information on Policy Center and Global Research, visit

www.ironmountain.com/policycenter.



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http://www.ironmountain.com/policycenter

RIM ORGANIZ ATIONAL

DESIGN & STAFFING

YOU HAVE A PL AN. NOW WHAT ?

You’ve invested time and resources into building an IG program to

address your information challenges. Now you have to manage the

daily operation and maintenance of each component of that program—

your retention schedule, processes, training, and communication. Not to

mention the daily ebb and flow of your information estate.

There’s only one of you. And although you are accountable for the

continuous performance and integrity of your IG program, you don’t

have to go it alone.

BUILD YOUR RIM DRE AM TE AM

Iron Mountain can help by rapidly appointing screened, experienced

Records Management professionals to support your onsite RIM program.

We can assess your current organizational structure to ensure that your

staff resources meet the demands and responsibilities of the job.

With the right people in place, you’ll be prepared for regulatory

audits and legal requests. You’ll gain immediate expertise for

managing your electronic onsite and offsite records. You’ll gain

peace of mind from the exceptional talent supporting your RIM

program. And knowing your information is under control will free

you up to focus on your core business.


RIM ORGANIZATIONAL DESIGN & STAFFING PAGE 1 OF 2

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FINDING THE PERFECT MATCH

Team members are carefully selected, meeting requirements for skills,

experience, and technical expertise. Each onsite team member is then paired

to the culture of your organization to ensure a perfect match. You can choose

experienced onsite professional RIM staff from several core disciplines:

• Corporate Information Managers: Direct and oversight responsibility for all records and information management activities

• Corporate Records Managers: Direct responsibility for all aspects of paper and electronic records management

• Information & Records Analysts: Management activities for physical and electronic records such as Accutrac®, Iron Mountain Connect™ (IMConnect), Documentum, FileNet®, SharePoint®, etc.

• File Room Administrator: Records management activities for on-site and off-site assets

• Database Coordinator: On-site operator responsible for the coordination of user profiles and supporting end users

• Imaging Support: On-site document prep, scanning, indexing, and filing

• Tape Librarians: On-site data center staff to perform tape library activities

• Learn more about Iron Mountain’s On-site Professional Services.


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RECORDS CL ASSIFICATION

& DEFENSIBLE DISPOSITION

END OF LIFE CYCLE MANAGEMENT

When your information has reached the end of its life cycle,

it’s time for you to make some important decisions. As a large

organization, it’s likely you have legacy information that is

not classified to your retention schedule or being retained

according to legal, regulatory, or business requirements. But

you can’t destroy information based solely on age. You must

prove your information—both electronic and physical—has met

its legal obligations or is not bound by permanent retention

requirements. Making decisions using an outdated schedule

leaves a dangerous compliance gap.

INDUSTRY FACT:

71 percent of companies could reduce their storage costs

by 30 percent if they knew what they could destroy.

Source: Iron Mountain, internal analysis.


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IRON MOUNTAIN® DEFENSIBLEDISPOSITION SERVICE

Our Defensible Disposition service is unique to Iron Mountain. We leverage a

classification database that is optimized based on storing information for many

clients over the year. You’ll know which physical records can be destroyed through our

proprietary retention management feature that systematically calculates destruction

eligibility. Beyond the physical, our Defensible Disposition service can be used to

address redundant, obsolete, and trivial content–both paper and electronic.

Our experienced staff can configure, develop, and apply hold codes to records that

are impacted by preservation orders. You’ll receive help normalizing and updating

metadata, making it more consistent while improving accessibility. For physical

records, you can also leverage Iron Mountain’s retrieval activity analysis to determine

which onsite records can be moved offsite, freeing up space and improving the overall

health of your inventory. And since the overwhelming majority of information created

today is electronic, our consulting-led content remediation services help you identify

and clean up structured, unstructured, duplicative, or overretained data, as well as

information that may contain unencrypted PII or unclassified information.

The Iron Mountain Defensible Disposition service can help you:

• Search for your information quickly and accurately

• Classify and defensibly destroy information you no longer need

• Easily reconcile your legacy records to your retention schedule

• Control discovery costs by improving information indexing and classification



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WHY IS A CURRENT RETENTION SCHEDULE IMPORTANT?

Destroying information without checking it against a current set of rules can cause big problems. Dozens of organizations have faced harsh penalties and

courtroom verdicts because they destroyed information that should have been retained or retained information that should have been destroyed. New solutions can alleviate the frustration and financial implications caused by the lack of a current retention schedule.

The Iron Mountain Policy Center solution is the modern approach to keeping your retention schedule up-to-date, so you can make accurate, defensible destruction decisions with confidence.

IRON MOUNTAIN®

DEFENSIBLE DISPOSITION SERVICE:REMEDIATE YOUR E XISTING DATA GAPSFOLLOWING OUR PROPRIETARY METHODOLOGY

AVAIL ABLE ME TADATA

RE TENTION SCHEDU LE

TR AN SAC TION HI STORY

K NOWLEDGE & E XPERIENCE

C ALCU L ATE DE STROY DATE S

A S SIGN LEGAL HOLDS

IDENTIF Y MOVE C ANDIDATE S

ENABLE COMPLIANCE

IMPROVE ACCE S S

NORMALIZE TERM S

CORREC T DATE S

DEFINE OWNERSHIP

A S SIGN RECORD CL A S S



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http://www.ironmountain.com/Services/Records-Management-And-Storage/Global-Research-and-Policy-Center.aspx

WHAT’ S UNIQUE ABOUT THE IRON MOUNTAIN INFORMATION CL ASSIFICATION PROCESS?

1. OBJECTIVITY Iron Mountain brings efficiency and objectivity, classifying

your information according to rules and using machine learning algorithms for

electronic information. A key to defensibility is in having classification applied by an

independent third-party expert like Iron Mountain.

2. CONSISTENCY For defensibility, you need a classification assigned equally

for all, eliminating any suspicion of malfeasance. It’s why we ensure that all of

your information is classified the same way, regardless of origin. Our Inventory

Governance solution enforces minimum metadata requirements for all physical

records stored offsite, helping to alleviate errors in classification. For electronic

records, we establish metadata standards that apply to all retained records.

3. AUDITABILITY We keep all rules, methodology, and results for each of our clients

for future reference, allowing for the traceability of your disposition decisions. If

you’re ever challenged, we can help provide proof of compliance using our secure,

objective audit logs.

When you partner with Iron Mountain to classify and manage your information,

either as part of your archival process or to its end of life cycle, you gain a proven

process that ensures both security and integrity. For decades we’ve worked to

gain the confidence of our customers, as well as the reputation for world-class

information management practices. Our Defensible Disposition service is just

another way we can help you find what you need quickly while keeping you

confident during legal events.

Learn more about Iron Mountain Defensible Disposition services.



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DIGITAL SOLUTIONS

IRON MOUNTAINDIGITAL SOLUTIONS

Does your organization seek to remove or eliminate paper

from the workplace? With our digital solutions, you can

eliminate paper from your work processes and achieve the

benefits of managing information electronically.

With our hosted scan, index, store, and retrieve solution, you’ll:

• Know what information you have and where it’s located

• Securely and easily share it

• Free your employees’ time-consuming task of searching for paper documents

• Protect your organization from risks such as the inadvertent exposure of employees' personally identifiable information (PII) and company confidential information

When the imaging and indexing of your paper documents has

been completed, Iron Mountain can securely shred those that

you don’t need and securely store needed records in an Iron

Mountain facility.

INDUSTRY FACT:

HR, Accounts Payable, and customer correspondence are the most popular paper-free

processes, with 70 percent reporting that AP and AR have “Excellent” or “Good” ROI.

Source: AIIM, Industry Watch. "Winning the Paper Wars - Capture the Content and Mobilize the Process Troops."


DIGITAL SOLUTIONS PAGE 1 OF 2

Our workflow automation solutions accelerate cycle times, improve information security, remove bottlenecks, and drive business value organization-wide. You can leverage our targeted workflow solutions for essential enterprise business processes, including:

HUMAN RESOURCES

• Automate policy and procedure sign-offs, employee onboarding and offboarding, and performance management. • Automate administrative tasks, enabling HR personnel to focus on workforce management. • Define internal processes with automated routing to those who need to act and escalation notifications when a delay occurs. • Improve compliance and streamline audits using reports of what documents are present within the system such as immigration and work status, credentials, background checks, and expiring documents. • Use dashboards, reports, and automated audit trails to demonstrate the integrity of your process to senior management and auditors.

ACCOUNTS PAYABLE AND RECEIVABLE

• Centralize the receipt and processing of invoices arriving via mail, email, EDI or fax, as well as the conversion of hard copy invoices to electronic. • Limit employee involvement in exception handling by automatically routing documents to appropriate business units, performing two- or three-way matching and posting to accounting applications. • Integrate with enterprise resource planning (ERP) screens so that employees can quickly access critical information, including invoices, receipts, packing slips, check images, vendor contracts, and even historical correspondence. • Streamline your financial close and reduce costs such as overtime and temporary help.

CONTRACTS MANAGEMENT

• Standardize and manage the entire contracts life cycle, from request and approval to expiration and renewal. • Technology and templates enable you to streamline the contracts process and reduce time spent in review. • Improve consistency and controls, reduce risk, enhance revenue opportunities, and better manage your contractual obligations. • Decide what parts of the workflow process you want to monitor, creating configurable dashboards and reports.

These solutions provide visibility into processes and data. With that you can gain insights that improve business decisions and customer service, reduce costs, and streamline audits.

DIGITAL SOLUTIONS PAGE 2 OF 2


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