Offsite, secure, compliant records and document storage services – Preserve and protect your information and assets in highly secure and compliant facilities.
Contact UsRecords and information are the lifeblood of any organization. Managing and protecting these valuable assets is a must.
Offsite records storage centres provide secure, climate-controlled storage solutions for physical records and data. These centres are equipped with advanced records indexing systems for efficient records retrieval and provide a more secure and compliant solution for hard copy document storage so you can have peace of mind knowing that your records are safe, compliant, and in good hands.
At Iron Mountain, our records and information management (RIM) professionals will work with you to identify records for relocation to our secure off site records storage facilities, where they’ll be tagged and classified using your own terminology, tracked with barcode labels, and made available on our customer web portal, so you quickly locate and retrieve your information as needed.
Key benefits of offsite records storage, or offsite document storage, include:
Iron Mountain Records Centers adhere to key facility requirements for:
Iron Mountain has developed proven workflows to deliver the highest level of security and accuracy in documents and records storage. Plus, our InControl® solution protects information in transit with patented security features and tracking.
Iron Mountain adheres to strict security requirements. We conduct rigorous background checks, employee screenings and formalised training to ensure the highest standards of security are maintained when protecting, storing and retrieving records.
The customer’s Web Portal Records Management application provides online management of your boxes and files, including metadata, searching, tracking and processing of service requests. You can free-up valuable real estate and staff by moving boxes and files to Iron Mountain—without sacrificing visibility to your information assets. And you’ll have rapid access to high-activity files using our open shelf file storage solution.
Storing your items doesn’t have to be a complicated process.
When you choose to store your physical documents with Iron Mountain, our end-to-end confidential records storage solutions mean you’ll have one trusted partner for all your records archiving needs. Iron Mountain can handle everything from transportation, to document archiving and records indexing.
Here’s an example of what a typical document storage process looks like:
50%
Did you know?
Fifty percent of companies expect at least one out of the ordinary records project over the next two years.
Inventory Relocation Services.
Iron Mountain specialists can purge, pack and provide point-to-point transfer of carton and files from your facility to Iron Mountain Record Centers. We can pack your records into standard Iron Mountain RFID-ready storage cartons and collect metadata to describe box contents with an option to individually list and index each file in the carton.
File Indexing.
The Iron Mountain data entry team can capture file-specific descriptions to help manage your inventory at the file-level.
Transmittal Preparation for Cartons.
We can review carton contents and capture associated metadata. This information makes it easier for you to find the documents you need, when you need them.
Inventory Audit Services.
It is important to know what inventory you have so that you can respond to discovery or other events. Iron Mountain Audit Services provides dedicated space in our Records Centers for conducting audits. Along with space, we can help inventory your cartons, prepare files and provide support for material handling.
Open Shelf Consolidations.
Without regularly scheduled purging and shifting, your file room will quickly outgrow capacity. Iron Mountain’s project team can perform selective purges to ensure your program remains up-to-date.
Our Open Shelf File Storage solution can also replicate your file room in a secure, offsite storage environment using your filing system—with retrievals, refiles and interfiles performed by our expert staff. Learn more about our open shelf file storage here.
Document Recovery Services.
Iron Mountain can clean and restore information assets damaged by natural and man-made disasters, contaminants, dust, mold, water or animal infestation.
Secure Shredding for Non-Typical Shred Events.
Iron Mountain can handle a variety of shred scenarios for events that fall outside your typical shred program frequency, such as imaging projects, M&A activity, and one-time shredding events like a building consolidation or workforce-based shred event. These services can also include our Secure IT and e-Waste Asset Disposition service (SITAD) upon request to dispose, donate, recycle and/or repurpose IT equipment, such as monitors, hard drives and other media. Learn more about our secure shredding options here.
Office Building Consolidations/Relocations/Closures.
You can improve real estate use by freeing up valuable space currently occupied with file rooms and records storage. Iron Mountain can assist by helping you identify the records that can be relocated to an Iron Mountain facility
Iron Mountain is able securely store most documents and media in our Offsite Records Storage centres, including but not limited to:
Iron Mountain’s customer web portal for your Records Management needs provides online management of your boxes and files, including metadata, searching, tracking and processing of service requests. With just a few clicks, you can search through your offsite inventory, locate what’s required to satisfy an internal or external request and arrange for it to be quickly scanned or delivered by one of our vetted and trained employees.
At Iron Mountain, data security and confidentiality is our top priority. Our dedicated vehicles securely transports your documents with patented security, tracking, and auditable chain of custody. Physical documents are carefully handled by trained personnel who have undergone thorough background check and screening. Our secure vault storage facilities are equipped with advanced security measures such as video surveillance and access controls to protect your data.
