Records and Information Management

Smart Assign

Automatically assign record codes according to your policies with a smart records assignment solution.

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Do you have boxes of records in storage with missing record codes?

Take control of your records with Smart Assign

Why do I need box-level record codes?

When storage boxes lack unique record codes, organisations lose visibility into what they are storing and when it can be destroyed. Over-retaining unclassified records drives up storage costs and increases legal liability.

Iron Mountain Smart Assign assigns record codes to your physical inventory, delivering the governance required to meet UK compliance demands and execute seamless M&A transactions.

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What is Smart Assign?

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. By giving you the visibility and confidence you need to make informed, defensible decisions about your legacy records.

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What are the benefits of Smart Assign?

Smart Assign allows you to automate compliant records management, cut storage costs, and make defensible decisions effortlessly.

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.

Step 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 with your records cleanup project?

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

Explore Compass

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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

Assign record codes

Do you have boxes of records in storage with missing record codes?

Take control of your records with Smart Assign

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Featured resource

What is Smart Assign?

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What are the benefits of Smart Assign?

How it works

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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.

Step 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 with your records cleanup project?

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Why Iron Mountain?

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Related resources

We're here to help.

Do you have boxes of records in storage with missing record codes?

Take control of your records with Smart Assign

What is Smart Assign?

How it works

Not sure where to start with your records cleanup project?

Why Iron Mountain?