GUIDING PRINCIPLES

A strategic and disciplined approach

By combining proven best practices with robust technology tools, Iron Mountain helps ensure you derive maximum business benefit from your investments in Index and Access control.

• Disciplined indexing: To ensure rapid, thorough search-and-retrieval, all records are indexed in a systematic way, regardless of the storage medium or location. Classifying documents using standard indexing parameters (such as record class code, business function, record creator, and dates) enables flexible retrieval.
• One search: Paper and electronic records are filed using the same record classification scheme, and a single user interface is invoked to search both types of records. The result: one search returns all relevant documents.
• Controlled access: Well-established authorization processes, combined with access controls, protect confidential information by helping ensure only authorized users with a legitimate business need have access to records.
• Timely retrieval: Appropriate and feasible turn-around times are defined for retrieval of different categories of records – and then consistently followed – to meet service level agreements.
• Periodic updates: As part of your annual review of records management systems, evaluate and update your records classification scheme and centralized index to validate that they still align with the organizational structure and are serving your needs.