INDEX AND ACCESS

Index records for safe and accurate retrieval

When you're facing a tight deadline for retrieving records - whether for a regulatory action, legal discovery, merger or sale of assets - the same issues arise:

• Can you find all the information you need, even if it's dispersed across your enterprise, stored offsite, or buried in terabytes of archived email?
• Can you locate it fast and efficiently without forcing your IT group or compliance staff to work nights and weekends?
• And can you protect that information from unauthorized employees and malicious intruders?

A thorough Index and Access strategy improves the speed and accuracy of retrieving records, lowers operational and personnel costs, and reduces risk of exposure to penalties and fines for non-compliance.

Find it, guard it, report it

An indexing system that is well designed, supported by technology, and routinely followed greatly improves your ability to locate and retrieve records quickly and cost-effectively - one at a time or en masse. For example, records may be located by criteria such as subject matter, record creator, method or system of creation, intended recipient, date of creation and so on.

By combining proper indexing with sound access policies and methods, Iron Mountain makes it easier to protect confidential information and meet privacy requirements. Indexing lays the foundation for accurate reporting on your records inventory, and auditing of records management activities.

An Iron Mountain Risk Assessment can help you gauge the effectiveness of your current indexing efforts and point to rapid improvements and long-term enhancements for your program.