Records Management
Articles,  Blog

Records Management


For over 55 years Iron Mountain
has helped organizations large and small to manage the risks and costs of records
management, while reducing complexity. We understand the value of your
information as well as the challenges you face
managing it. Our 20,000 employees serve customers in more than 37 countries across 5 continents. We service over 100,000
organizations ranging from global industry leaders to local businesses, treating every clients information as if it were our own. Our portfolio of services is the largest
in our industry. Services that are designed to implement
your policies and function as a seamless extension of your organization. The physical design of our facilities
along with the most comprehensive security programs, inventory control, and
integrity systems in the industry serve to protect the information
you entrust with us. Our records management services provide
a highly secure, consistent solution for stroring and protecting all types of
business records. We also enable you to maintain
compliance with today’s stringent privacy and legal regulations. Our inventory systems and InControl are
secure transportation platform create a secure, audible chain of custody for every
record under our care. This is part of our unique triple check
process that ensures the integrity of your order
and accuracy of your inventory. Let’s go inside Iron Mountain to see how
this is done. Every local record center is backed by
leading technology and the best support staff in the
industry. When you have records that are ready for
storage, you can let us know using our secure web portal, Iron Mountain Connect. Or if you prefer you can contact our
customer response center directly by phone or fax. Iron Mountain Connect provides a platform
for a consistent records management program enabling you to become compliant. Use Iron Mountain Connect to easily
add descriptive data for each record to simplify access in the future. For added benefits, built-in retention
capabilities help you manage the retention and disposition of your records. Once you identify the records to send,
you will need to apply a unique barcode label to each carton. This allows each and every carton under
our care to be tracked by our inventory control system. A work order is printed at the nearest
record center and a vehicle is dispatched for pickup at your location. Every time a carton changes hands it is scanned, starting when the records leave your site. From this point forward we will track
the records using InControl. Once the driver has validated the pickup
count and unique carton barcodes you’ll be asked to acknowledge the
service completion by signing the InControl hand-held scanner. This electronic signature becomes part
of a verifiable audit trail that is transmitted in real time to Iron Mountain,
using wireless technology. Your records are then transported in our
fleet of secure vehicles. For additional peace of mind, the
InControl transportation platform includes innovative patent-pending vehicle locks and
alarm systems. Once they arrive at the records,
your cartons are scanned a second time. We once again validate the count of
items and unique carton barcode scanned at your original location against the count of items
received at Iron Mountain’s Record Center to ensure the accuracy of the order
and preserve the chain of custody. We validate that all new items are
received with descriptive information. Whether that information is keyed by us
or keyed by you within Iron Mountain Connect it’s another example of the checks and
balances we used to ensure quality inventory control. Next, records are assigned a location and
Iron Mountain Records Center personnel scan both a carton and the shelf to
verify the correct placement. This completes Iron Mountain’s unique triple
checked process ensuring the integrity of your order and the inventory you
entrust trust with us arrived safely. Any discrepancies will be resolved prior
to order completion. Our passion for strict inventory control
issuers that your records are accurately located and available for easy retrieval. The retrieval process, like the storage
process, begins with your needs. Your authorized personnel can initiate a
request using Iron Mountain Connect by phone or fax. Iron Mountain Connect has powerful search
features. Search results are intelligently ranked based on your
retrieval patterns making it easy for you to find the boxes
or files you need. Or if you prefer, you can contact one of
our customer response centers where we handle up to two million calls per year. We are constantly monitoring our
responsiveness to maintain service that is among the best in the world. When we receive your request we create
what we call an out card for each carton. Every outgoing carton receives a new
barcode label taken from the out card. Before leaving the facility the new barcode and
the original are both scanned into our system. By comparing the out cards and the carton
we can verify that we have pulled the correct item. For additional security and protection,
every carton has been done to ensure that the carton has not been disturbed
while in transit. Individual files can also be tracked
with our system. Each file is labeled with the unique
barcode from the out card. The out card is then used as a placeholder
to mark the exact location for refiling when the files return. Again the barcode is scanned into our
system for verification Individual files are put into opaque
protective envelopes for delivery ensuring privacy and confidentiality. During this step we scan each file into
its protective package. Our InControl process begins as the records are scanned. Records are scanned again as they are
loaded into an Iron Mountain vehicle. InControl systematically validates
items as they are scanned to vehicles to prevent delivery errors. InControl also prevents vehicles from
leaving the facility until all ordered items have been accounted for. Your records are returned to you in
secure Iron Mountain vehicles. When the records are delivered to your
site, they are scanned for the third time to immediately update our inventory system. During this step InControl validates
and insures each item was delivered to the correct location and that each location
receives its complete set of retrieved records. An electronic signatures captured
providing documented proof of the transfer of custody. Entering your order using Iron Mountain
Connect will ensure you receive an automated email verifying the completion
of the transaction. It’s all designed to improve chain of
custody and keep an audit trail. The staff at your local records center
is committed to providing the most accurate and complete service anywhere. And our resources extend far beyond the records center. Iron Mountain service desk provide
priority technical support for customers as well as assistance to Iron Mountain facilities. These centers are redundantly backed up
and have comprehensive disaster recovery plans. One of our unique data centers includes
our underground data bunker 220. With 220 feet of rock overhead and sophisticated power
back up and fire suppression systems this location is the perfect foundation
for our mission critical IT infrastructure. In the network operations center
technicians monitor network integrity and processes around the clock to ensure uninterrupted service. Issues are often resolved here before they ever affect our customers. Security is a way of life at Iron Mountain. Our chief security officer oversees a full-time safety and security staff whose only job is to protect the assets
of Iron Mountain and our customers by continually studying and improving the effectiveness
of security programs throughout the company. Our comprehensive security measures
cover employee and visitor policies, the physical security of our buildings,
fire prevention and detection, transportation and computer security. Access to facilities is limited and guarded by parameter
access control and break-in detection systems. Our employees must wear security badges
and visitors are escorted at all times. Our employees also undergo background
checks and drug screening before being hired and many must be job specific requirements
such as motor vehicle records checks. Our facilities are equipped with advanced fire detection and suppression systems that exceed local fire codes in most areas. And our in-rack sprinkler systems are in
the forefront of design for record storage facilities. Even the shelving assemblies are integrated into the design of the buildings to create virtually failure proof structures. We’re just as serious about protecting electronic data. Your inventory data is stored at fully redundant data centers. In fact, no company in our industry has higher
security standards or invest more in their facilities. For you, the end result is peace of mind. We’re passionate about inventory control
and the safety of your records. We have built these principles into our
daily operations so that we can provide the most reliable, dependable service anywhere. When you trust Iron Mountain with your
records you know they will be safe, secure and available when you need them. Iron Mountain, protecting the world’s information.

Leave a Reply

Your email address will not be published. Required fields are marked *