Records and Information Management

Smart Assign

Automatically assign record codes according to your policies

Do you have boxes of records stored with missing record codes?

Stop over-retaining records and start taking control

Why do I need box-level record codes?
When records are stored in boxes with identifiable descriptions but without unique record codes and associated retention rules, it’s difficult to initiate legal holds, respond to audits, or make defensible decisions about what to retain, digitise, or destroy.

Failure to assign record codes according to your retention policies means you’re likely over-retaining records, increasing unnecessary costs and risks, and limiting your ability to respond quickly to compliance obligations or easily navigate mergers, acquisitions, and divestitures.

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Effortless and automatic box-level coding

Iron Mountain Smart Assign is a technology-enabled solution that streamlines the process of assigning record codes at the box level, automatically aligning with your organisation’s retention policies. Smart Assign eliminates the traditional manual-touch process and provides you with the visibility and confidence you need to make informed, defensible decisions about your legacy records.

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Smart Assign makes it easy to:

How it works

Smart Assign solution summary

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Improve compliance with Smart Assign

Efficient. Cost-effective. Done.

Step 1

Identify records stored without record codes

We work with you to identify boxes of records stored with descriptive information but without record codes.

Step 2

Leverage rule-based algorithms

Using a repository of over 40,000 rules, your inventory report, and an up-to-date retention schedule, Smart Assign helps identify boxes that need to be addressed and automatically applies record codes.

Solution 3

Run a quality check

Once record codes are assigned, a solution specialist will run a quality check, send you a summary for validation, and then upload the information to our online portal.

Result

Make defensible decisions

Once your records have been properly assigned according to your retention policies, they can be defensibly destroyed at the end of their retention period.

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Not sure where to start?

Compass is a powerful, technology-driven diagnostic assessment that can help chart your records cleanup needs.

Get started

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Why Iron Mountain?

Iron Mountain combines decades of records management expertise with a suite of technology-driven products that address an organisation’s entire physical records inventory.

No matter how complex the challenge.

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. Smart Assign is just one component of Iron Mountain’s Smart Records Cleanup Suite, a collection of solutions that work together to address your organisation’s entire legacy records inventory.

From finding out what’s inside your boxes to reorganising files and assigning record codes, Smart Suite is one of the many reasons Iron Mountain is your organisation’s trusted and strategic partner.

To learn if our Smart Suite is right for your organisation, please contact your sales representative or complete this form.

Smart Assign

Smart Records Cleanup Suite

Do you have boxes of records stored with missing record codes?

Stop over-retaining records and start taking control

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Effortless and automatic box-level coding

Loading component...

Featured resource

Smart Assign makes it easy to:

How it works

Loading component...

Improve compliance with Smart Assign

Step 1

We work with you to identify boxes of records stored with descriptive information but without record codes.

Step 2

Using a repository of over 40,000 rules, your inventory report, and an up-to-date retention schedule, Smart Assign helps identify boxes that need to be addressed and automatically applies record codes.

Solution 3

Once record codes are assigned, a solution specialist will run a quality check, send you a summary for validation, and then upload the information to our online portal.

Result

Once your records have been properly assigned according to your retention policies, they can be defensibly destroyed at the end of their retention period.

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Not sure where to start?

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Why Iron Mountain?

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Related resources

We're here to help.

Do you have boxes of records stored with missing record codes?

Stop over-retaining records and start taking control

Effortless and automatic box-level coding

How it works

Not sure where to start?

Why Iron Mountain?