Records Management

Summary

For over 55 years, Iron Mountain has been helping organizations manage the risks and costs of records management through secure and reliable services. With a global workforce across 37 countries, Iron Mountain treats every client's information with the utmost care. Their comprehensive services cover secure storage, transportation, and retrieval of records, ensuring compliance with legal and privacy regulations. Through advanced technology, strict inventory controls, and a unique triple-check process, they provide peace of mind with unmatched security, enabling businesses to trust them with their vital information.

Takeaways

• 😀 Iron Mountain has over 55 years of experience in managing records and providing secure storage solutions for organizations worldwide.
• 😀 The company operates in over 37 countries, serving more than 100,000 organizations across various industries.
• 😀 Iron Mountain treats every client's information as if it were its own, ensuring the highest level of security and privacy.
• 😀 The company’s extensive portfolio of services is designed to seamlessly integrate with client operations and policies.
• 😀 Iron Mountain provides a secure and consistent solution for storing, protecting, and managing business records while ensuring compliance with privacy and legal regulations.
• 😀 Their unique triple-check process ensures the integrity of records, using secure transportation, inventory control, and technology for tracking and verifying each item.
• 😀 Iron Mountain uses the InControl platform to track records from pick-up through delivery, ensuring a secure and auditable chain of custody.
• 😀 Records are scanned and tracked throughout the entire process, including transportation, and electronic signatures provide verifiable proof of custody.
• 😀 The company offers a powerful web portal, Iron Mountain Connect, which simplifies the process of adding data, managing retention, and facilitating easy access to stored records.
• 😀 Iron Mountain’s facilities are equipped with comprehensive security measures, including advanced fire suppression systems, access control, and employee background checks to protect both physical and electronic data.
• 😀 With dedicated service desks, secure underground data centers, and a commitment to 24/7 network integrity monitoring, Iron Mountain ensures uninterrupted service and disaster recovery for its clients.

Q & A

What is the core service that Iron Mountain provides?

Iron Mountain provides records management services, focusing on secure storage, inventory control, and compliance with privacy and legal regulations for businesses.

How does Iron Mountain ensure the security and integrity of records during transportation?

Iron Mountain uses a secure transportation platform called InControl, which includes patent-pending vehicle locks, alarm systems, and systematic scanning of records at every step to ensure accuracy and maintain a secure chain of custody.

What unique process does Iron Mountain use to verify the integrity of records?

Iron Mountain employs a triple-check process. This involves scanning records at pickup, upon arrival at the facility, and again when they are returned, ensuring accurate inventory tracking and maintaining a secure chain of custody.

What is Iron Mountain Connect and how does it aid in records management?

Iron Mountain Connect is a secure web portal that allows customers to manage their records by adding descriptive data, tracking inventory, initiating retrieval requests, and managing retention schedules, all while ensuring compliance.

What security measures does Iron Mountain have in place for physical protection of records?

Iron Mountain facilities are equipped with advanced security features, including perimeter access control, break-in detection systems, background checks for employees, and stringent fire prevention and suppression systems.

How does Iron Mountain ensure that records are accurately retrieved when requested?

Iron Mountain ensures accuracy by generating an out card for each carton, which is scanned along with the carton to verify it has been pulled correctly. The entire retrieval process is tracked through their secure system to prevent errors.

What role does InControl play in the delivery process?

InControl validates the integrity of each item during delivery, ensuring that only the correct records are transported and delivered to the appropriate location. It also prevents vehicles from leaving the facility until all items are accounted for.

What additional benefits does Iron Mountain's barcode labeling system provide?

The barcode labeling system enables precise tracking of each carton and file, ensuring that every record is accounted for and can be easily located in Iron Mountain's inventory system for secure retrieval.

How does Iron Mountain support customers beyond record storage?

Iron Mountain offers priority technical support through their service desk, assists with disaster recovery, and operates underground data centers like the 220-foot deep bunker for mission-critical IT infrastructure.

What are some of the key features of Iron Mountain’s data center security?

Iron Mountain’s data centers are highly secure, with features like redundant power systems, sophisticated fire suppression systems, and 220 feet of rock overhead in their underground data bunker, designed to protect critical IT infrastructure.