At a large law-firm, international law-firm, offices in three continents, with multi-varied practice groups, it becomes very important to get a handle on the information assets of the firm. We place an incredibly high priority on data protection, client confidentiality, and ensuring that the life cycle of the records are clearly defined.
As you go through the process of interviewing candidate vendors, we had to actually go visit the sites, meet the people that were managing the facilities, and find out what the facilities were like. What did they... What kind of neighborhoods were they in. What type of security did they have? During that evaluation process, it became very clear that Iron Mountain's facilities stood out from the competitors
Iron Mountain clearly demonstrated to us that all of the locations we visited, that they were... that they established standards, they had security controls in place, they had work flow, and OSHA compliant standards being met. The safety was very clear, the appearance of the facilities were organized and very nice and Iron Mountain was the only respondent that was able to demonstrate facilities in compliance with these standards.
We've just been amazed to watch. You can see the expertise in the Iron Mountain project team, and that's given us a lot of comfort and a lot of confidence. We feel that every single shipment has been reconciled correctly, and that's part of the success of this.
Cost is a primary factor with offside storage. It's one of the bigger costs for law firms. At half a million items in our volume, that incurs a significant cost every year, and these costs will continue to grow. That's the importance of implementing the information governance framework. Iron Mountain worked with us. And we're starting to realize those savings by implementing that information governance framework and adhering to the retention values of these records, keeping them for as long as we're legally and ethically required to do so, we find that the control process needs to be centralized with a single partner. Moving away from vendors where local offices had comfort levels that they were going to be taken out of, and begin to form a new collaboration with Iron Mountain.
By leveraging the movement of large scale volume under a single provider. Once we consolidate all those holdings and all of these offices, in one single repository, that will allow us to effeciently apply that will allow us to efficiently apply the retention rules and disposition in a very controlled process, rather than a disjointed and disconnected way.
We're able to use the IMConnect program to query the system, to locate boxes from any one of our locations across the country. We found this to be an incredible benefit. It allows us to, for statistical reporting purposes, to monitor our inventories, to know how much volume that we have in each of the locations. Should records be needed in, say, one of our east coast offices in New York, and the records personnel have gone home for the evening, our staff in Los Angeles can place the order for delivery. That's an incredible benefit of using the IMConnect system.
When we receive the monthly invoice ... one of the things that we've been very happy about is that it's easy to understand and it's easy to reconcile. And that's a very important part for me, because time is very important.
We always find that with Iron Mountain, if we have issues that we want to discuss, that the responsiveness is prompt, it's right away
Working with Iron Mountain we were able to establish delivery and retrieval times that met our requirements so that we could ensure, and have a level of confidence that our attorneys, when asking for records to be delivered to the firm, would receive them as promised. And that's critically important because part of legal practice is quick and unplanned need to access records and so their time is important, and thus to be able to conduct that responsibly and adequately with a quick responsive process is very important.
We feel this is an immense success, working with Iron Mountain.
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Meet Kevinby ironmountain118 views
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