Records And Information Management

Offsite Records & Document Storage

Offsite, secure, compliant records and document storage services – Preserve and protect your information and assets in highly secure and compliant facilities.

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Secure offsite document storage

Records and information are the lifeblood of any organisation. Safe and secure document storage is critical to compliance and business continuity.

Whether you’re relocating your entire on-premises records centre or simply storing a few boxes, our full spectrum of document storage services supports your unique needs and requirements.

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Trust the records and information management (RIM) experts

Records and information are the lifeblood of any organisation. Managing and protecting these valuable assets is a must.

Iron Mountain’s 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 RFID labels, and made available on our intuitive Iron Mountain Connect™ web portal, so you quickly locate and retrieve your information as needed.

The proof is in the building

To preserve and protect your critical documents, Iron Mountain records centres adhere to comprehensive facility requirements for security, fire safety, and environmental controls.

Auditable chain of custody

Your information stays secure within our facilities, which are governed by strict, industry-leading chain-of-custody procedures. You’ll have complete visibility and control over your inventory at all times through our proven workflows and technology-enabled tagging.

People you can trust

You’ll be supported by thoroughly vetted and formally trained Iron Mountain employees who ensure that the highest standards of security are maintained across all of our document storage services.

Offsite doesn’t mean offline

The Iron Mountain Connect™ Records Management application 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. 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.

Explore the customer story

"Now, when we request records from Iron Mountain, 999 times out of 1,000 they arrive next working day."

378 agreements with
45 suppliers reduced to
2 easy-to-manage contracts

Read the full case study

Which type of services are you looking for?

Iron Mountain Connect™ is Iron Mountain’s online customer hub that helps you manage your information. Use this tool to place orders, run activity reports, and access your inventory data—anytime, from anywhere.

Features include:

Manage your offsite records storage from anywhere and at anytime
Place orders, run activity records, and access your inventory data
Set up document shredding services and programs

To get a quote, contact an expert

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Not all records management companies can meet specialised storage needs, such as preserving larger volumes of records or materials that require special environmental controls. Iron Mountain can design and create a customised vault to meet your specifications.

Features include:

Climate-controlled storage for materials that require definitive environmental and relative humidity specifications
Separate specialised vault storage for film, magnetic and mixed media to prevent cross contamination

Microfiche

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Gain quick access to your inventory and improve governance with RFID technology.

Evolving your RIM program to an information governance structure requires you to proactively take steps towards improvement in your overall process.

Enhancing your program to include automation and technology, such as radio frequency identification (RFID) allows you to streamline governance of your information. You’ll be able to audit your inventory to prove the soundness of your program to customers, internal and external auditors, and stakeholders.

Explore Records Storage Supplies

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Reduce cost and risk by destroying records as soon as retention requirements expire

Keeping records longer than necessary invites unnecessary risk and expense. Not only must your organisation contend with storage and records management costs, but regulatory penalties and reputation damage stemming from information loss and/or compliance violations can run into the millions.

With Iron Mountain Smart Sort, you can destroy paper records as they meet retention requirements and enable a more compliant and efficient records management program.

Easily identify destruction eligibility
Enable box-level destruction
Reduce program costs and risks
Improve find rates

View solution brief

How it works

Iron Mountain trained records management professionals will survey your inventory to identify destruction eligibility at the file-level. Then, using input from your database and records retention schedule, they’ll work alongside your team—onsite or remote—to organise your records according to destruction eligibility year, so you can confidently destroy paper documents as retention requirements expire.

Your organisation will:

Gain greater record inventory integrity and visibility. All records will be assigned key metadata for fast discoverability, and all records will be classified and stored by destruction eligibility date.

Reduce record management costs and risks. Policies built on the defensible acceleration of the destruction of paper records ensures your organisation is storing only what it needs. Storage and associated management costs are reduced, as is the risk of information loss and/or compliance violations.

Increase productivity. An organised, discoverable records inventory ensures employees don’t waste hours searching for information. Needed records are available at the click of a button.

Learn More About Smart Sort

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Related Resources

View More Resources

Case Studies

View More Case Studies

Services for your specific records storage needs

Iron Mountain Clean Start®

Support office changes and navigate today’s changing workplace requirements with Clean Start.

Learn More

Document scanning and digital storage

Digitally transform your business and centralise your information.

Learn More

Smart Sort

Sort, organise, and manage physical files at scale

Learn More

Services for your specific records storage needs

Iron Mountain Clean Start®

Support office changes and navigate today’s changing workplace requirements with Clean Start.

Learn More

Document scanning and digital storage

Digitally transform your business and centralise your information.

Learn More

Smart Sort

Sort, organise, and manage physical files at scale

Learn More

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Why Iron Mountain?

We have the experience and expertise to streamline your business while keeping your customers’ data safe—and secure. We are especially proud to partner with organisations like yours. Together, we elevate the power of your work.

About Us

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We make it easy to get started.

Frequently asked questions

I need help clearing my office space of legacy records. Can you support an office move, closure, or cleanup project?

Yes, through our Clean Start program, an Iron Mountain expert will conduct a complimentary assessment of your space and information use. We will provide recommendations on the best way to clear up your space by moving records to secure offsite storage.

I need to access my records quickly and easily, even if they're stored offsite. Is that possible?

Yes, we can deliver your records, or with our Image on Demand service, we can digitise whatever you need - from a single document to an entire box of records.

I need to manage my records quickly and easily. Is that possible?

Yes! Iron Mountain Connect™ puts you in control 24/7. Access your inventory, find records, request retrievals (physical or digital), and manage your entire records program – all online, from anywhere. We make offsite access effortless and efficient.

I have a variety of records, some requiring special conditions like climate control. Can a single provider handle that?

Iron Mountain specialises in diverse storage needs. We offer everything from standard storage to climate-controlled vaults for sensitive media and even a secure Underground facility for long-term preservation. We can even custom-build vaults to your exact specifications. We handle it all.

I need help cleaning up my legacy records to reduce costs and risks. Can you support my projects?

Yes. Regardless of your cleanup challenge or the complexity of your inventory, we can help. Our Smart Records Cleanup Suite is a collection of technology-enabled solutions that simplify, sort, and structure your records inventory, helping you make smart decisions about what to keep, defensibly destroy, or digitise, no matter how much you’re storing or where it’s located.

I'm struggling to keep up with all the regulations around records retention. Is there help available?

Iron Mountain Policy Center solution is a cloud-based retention and privacy policy management platform that provides a user-friendly way to understand your obligations and demonstrate compliance.

I need a records management partner that provides secure and compliant facilities along with easy-to-use management tools. Does that exist?

Iron Mountain delivers on all three. We combine industry-leading security, comprehensive compliance support, and the user-friendly Iron Mountain Connect™ platform for seamless management. We provide a complete, integrated solution for your records and information management needs.

Offsite Records & Document Storage

Overview

Secure offsite document storage

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Trust the records and information management (RIM) experts

The proof is in the building

Auditable chain of custody

People you can trust

Offsite doesn’t mean offline

Explore the customer story

Which type of services are you looking for?

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Gain quick access to your inventory and improve governance with RFID technology.

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Reduce cost and risk by destroying records as soon as retention requirements expire

How it works

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Related Resources

Case Studies

Services for your specific records storage needs

Iron Mountain Clean Start®

Document scanning and digital storage

Smart Sort

Services for your specific records storage needs

Iron Mountain Clean Start®

Document scanning and digital storage

Smart Sort

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Why Iron Mountain?

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We make it easy to get started.

Thank you for reaching out

Frequently asked questions

We're here to help.

Secure offsite document storage

Gain quick access to your inventory and improve governance with RFID technology.

Reduce cost and risk by destroying records as soon as retention requirements expire

How it works

Why Iron Mountain?