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Document Storage and Information Management

Smart Sort

Sort, organise and manage documents in a practical way.

Unmingle the commingled with Iron Mountain Smart Sort

Commingled documents, files and disorganised records aren't just a nuisance. They’re a liability that can inflate storage costs, increase discovery, and increase litigation, information security and data loss risk with poor information management.

But what if you could efficiently unmingle your commingled files and know what to retain, defensibly destroy, digitise, or provide for a divestiture, legal matter, or other business need? And what if you could do it all without a complex, labor-intensive discovery project, and truly kickstarting your digital transformation process?

With Iron Mountain Smart Sort, you can. Smart Sort is an archive management service through a simple and cost-effective procedure to help you take control of your archive inventory

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How Iron Mountain Smart Sort works

Learn More About Smart Sort

Frequently Asked Questions

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Benefits of Iron Mountain Smart Sort

✓ Find records quickly and accurately.

✓ Identify documents to retain, securely shred or digitalise.

✓ Reduce the risk of cyber security and data loss.

✓ Support office reconfigurations and closures.

✓ Accelerate digital and workplace transformation.

✓ Maximum visibility of archive inventory and document classification.

✓ Navigate mergers, acquisitions, and divestitures quickly.

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Management procedures for all types of records

Records management is the process of sorting, organising and storing records according to usage needs. Iron Mountain Smart Sort goes through all these procedures for you, including classification and inventory of records by type, such as:

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Iron Mountain Smart Sort

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Iron Mountain Smart Sort

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Get control of your records inventory and records management with Smart Sort from Iron Mountain Indonesia.

Take control of your records inventory with Smart Sort. The Smart Sort process follows Iron Mountain’s secure procedures with vetted and trained employees.

Boxes where archives that have been sorted, classified and reorganised are stored at the Iron Mountain Indonesia Processing Centre.

Smart Sort processing centres are prepped and ready to meet the specific requirements of your project.

Iron Mountain Smart Sort technology system to classify documents and organise archives based on retention schedule, archive type, status, or other conditions.

Smart Sort is a technology-enabled solution that uses information from your core business application and records retention schedule to make instant decisions on file disposition.

Iron Mountain Smart Sort technology system scans the barcode on the outside of the document to classify the document storage.

We start the Smart Sort process by capturing the unique file ID found on the outside of the file. We do that with a scan of a barcode or by hand-keying in the file ID.

Iron Mountain worker reading the scanned document ID code on the Smart Sort technology system that instantly tells the archive how to be organised.

Once the file ID is captured, using data extracted from your core business application and records retention schedule, Smart Sort tells us instantly-in real time-the outcome for that file, and we sort and re-box accordingly.

Boxes of archived documents after being classified and organised in Iron Mountain's archive storage facility

You decide how you want your records to be sorted. For example, sort by destruction eligibility year, record type, a unique identifier, or whatever you require.

For files that have met retention requirements and can be defensibly destroyed, the boxes are wrapped in black and clearly labeled for destruction.

Iron Mountain workers execute the process of organising and managing archives with the Smart Sort system.

Iron Mountain's employees have specialised training on the Smart Sort process and will expertly execute your project.

Learn how Smart Sort helped these organisations

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Hospital reduces Document Storage Costs and Improves Visibility and Records Compliance by using Iron Mountain Smart Sort

Learn how a major US medical centre freed up space for patient care by relocating their paper records offsite. They leveraged Iron Mountain Smart Sort to sort, reorganise, and cull their files prior to the move. This resulted in enhanced visibility across their inventory and savings of over $1 million in storage costs.

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Read the full story

Healthcare Provider Uses Smart Sort To Reduce The Cost/Risk Of Records Storage

Learn how a large private healthcare provider used Iron Mountain’s Smart Sort solution to sort and reorganise their entire records inventory, establishing a process for defensible destruction of all current and future records.

The result was increased compliance, improved inventory accuracy, reduced risk, and a decrease in storage costs of 40–50%.

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Read the full story

Iron Mountain Smart Sort Clears The Way For A Corporate Divestiture

Learn how a large insurance company involved in a major divestiture relied on Iron Mountain Smart Sort to quickly determine what business records to keep and what to turn over to buyers. Using Smart Sort, the project was completed in less time and at lower cost than would have been possible using in-house resources.

Smart Sort

Smart Records Cleanup Suite

Unmingle the commingled with Iron Mountain Smart Sort

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How Iron Mountain Smart Sort works

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Benefits of Iron Mountain Smart Sort

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Management procedures for all types of records

Learn how Smart Sort helped these organisations

Read the full story

Hospital reduces Document Storage Costs and Improves Visibility and Records Compliance by using Iron Mountain Smart Sort

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Read the full story

Healthcare Provider Uses Smart Sort To Reduce The Cost/Risk Of Records Storage

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Read the full story

Iron Mountain Smart Sort Clears The Way For A Corporate Divestiture

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Unmingle the commingled with Iron Mountain Smart Sort

How Iron Mountain Smart Sort works

Benefits of Iron Mountain Smart Sort

Hospital reduces Document Storage Costs and Improves Visibility and Records Compliance by using Iron Mountain Smart Sort

Healthcare Provider Uses Smart Sort To Reduce The Cost/Risk Of Records Storage

Iron Mountain Smart Sort Clears The Way For A Corporate Divestiture