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Smart Assign Solution Brief

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Richel Seit Dangculos
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14 views3 pages

Smart Assign Solution Brief

Uploaded by

Richel Seit Dangculos
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Solution brief

Iron Mountain

Automatically assign record codes according Industry fact


to your organization’s retention schedule
93% of organizations
Business challenge have a goal to eliminate
Easily identifying and taking defensible action on your records requires an paper records in the
accurate inventory, including box-level record codes that are aligned with next five years.
your organization’s retention policies. When records are stored in boxes with —Records Identification and Cleanup
identifiable descriptions but without unique record codes, it is difficult to Priorities Survey, conducted via a
initiate legal holds, respond to audits, and make defensible decisions about third-party provider, April 2022.
what to retain, digitize, or destroy.

How this affects you


Failure to assign record codes according to your retention policies means you’re
likely over-retaining records. This not only invites unnecessary costs and risks,
but it also limits your ability to respond quickly to compliance obligations or
easily navigate mergers, acquisitions, and divestitures.

Do you...
> have volumes of inherited records?

> have records stored for 10 years or more?

> store records without record codes?

> struggle to assign retention dates to boxes without record codes?

> lack the staff, expertise, and budget to manually review your inventory?

> lack a standardized and defensible approach to applying record codes?

> struggle to make defensible decisions about retaining, digitizing, or


destroying records?

> want to go paper-lite or paper-free?

If you answered yes to any of these questions, ask us about


Iron Mountain Smart Assign.
Assign record codes at scale
Iron Mountain Smart Assign is a technology-enabled solution that streamlines the process of assigning record codes
at the box level. By assigning record codes that are aligned with your organization’s records retention schedule,
Smart Assign provides you with the visibility and confidence you need to make informed, defensible decisions on what
to retain, destroy, or digitize.

How Smart Assign works


Solution summary

Identify records stored Leverage rule-based algorithms Run a quality check


without record codes

Step 1: Identify records stored without record codes. Step 3: Run a quality check.
We work with you to identify boxes of records stored with Once record codes are assigned, a solution specialist
descriptive information but without record codes. will run a quality check and send you a summary for
authorization. Once you agree to the assigned codes, the
Step 2: Leverage rule-based algorithms. information is uploaded to Iron Mountain’s database and
Smart Assign is built on decades of experience and a made available to you via our online portal.
vast rules-based repository of keywords, phrases, dates,
Result
departments, and other important fields. Leveraging this
repository of over 40,000 rules, your inventory report, Now that your records have been properly assigned
and an up-to-date retention schedule, Smart Assign according to your policies, they can be defensibly
helps identify boxes that need to be addressed and destroyed at the end of their retention period. For active
automatically applies record codes. records, you will now have what you need to facilitate
future disposition decisions.
Efficient. Cost-effective. Done. Improve compliance with Iron Mountain Smart Assign.
What this means for you: > Reduce the cost and risk of records storage.

> Improve visibility and confidence now that you > Accelerate digital transformation.
have a defensible program.
> Easily apply and manage legal holds.
> Assign record codes at scale, according to your
> Navigate mergers, acquisitions, and divestitures.
retention schedule.
> Simplify your ability to defensibly destroy what you no
> Make defensible decisions about what records to
longer need to retain, now and in the future.
keep, digitize, or destroy.

> Improve budget planning. And you get all this without touching a box.

Smart Records Cleanup Suite


When it comes to cleaning up your legacy records inventory, we understand that no two boxes are alike and that
different circumstances require different approaches. That’s why Smart Assign is just one component of Iron
Mountain’s Smart Records Cleanup Suite, a collection of solutions that, together, address your organization’s entire
legacy records inventory.

Have boxes missing record codes? Smart Assign automatically


assigns record classification codes according to your organization’s
records retention schedule.
To learn more visit: ironmountain.com/smartassign

Storing boxes full of unknown contents? Smart Reveal takes


purposeful photographs of each box so that you can understand
the contents and make informed decisions about the next steps.
To learn more visit: ironmountain.com/smartreveal

Commingled files? Smart Sort technology reorganizes your files


according to destruction eligibility, category, association, or whatever
you require—regardless of record storage location.
To learn more visit: ironmountain.com/smartsort

Want to learn more?


Contact your Iron Mountain account manager or visit ironmountain.com/smartsuite

800.899.IRON | ironmountain.com
About Iron Mountain
Iron Mountain Incorporated (NYSE: IRM), founded in 1951, is the global leader for storage and information management services. Trusted by more than 220,000 organizations
around the world, and with a real estate network of more than 85 million square feet across more than 1,400 facilities in over 50 countries, Iron Mountain stores and protects
billions of information assets, including critical business information, highly sensitive data, and cultural and historical artifacts. Providing solutions that include secure storage,
information management, digital transformation, secure destruction, as well as data centers, art storage and logistics, and cloud services, Iron Mountain helps organizations to
lower cost and risk, comply with regulations, recover from disaster, and enable a more digital way of working. Visit www.ironmountain.com for more information.
© 2023 Iron Mountain, Incorporated and/or its affiliates (“Iron Mountain”). All rights reserved. Information herein is proprietary and confidential to Iron Mountain and/or its licensors, does not represent or imply an invitation or offer, and may not
be used for competitive analysis or building a competitive product or otherwise reproduced without Iron Mountain’s written permission. Iron Mountain does not provide a commitment to any regional or future availability and does not represent
an affiliation with or endorsement by any other party. Iron Mountain shall not be liable for any direct, indirect, consequential, punitive, special, or incidental damages arising out of the use or inability to use the information, which is subject to
change, provided AS-IS with no representations or warranties with respect to the accuracy or completeness of the information provided or fitness for a particular purpose. “Iron Mountain” is a registered trademark of Iron Mountain in the United
States and other countries, and Iron Mountain, the Iron Mountain logo, and combinations thereof, and other marks marked by ® or TM are trademarks of Iron Mountain. All other trademarks may be trademarks of their respective owners.

USSA-SB-100523A

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