Managing and Protecting the World s Information. 28th June 2012

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1 Managing and Protecting the World s Information Mr Graham Hawtin Content & Records Management Adviser CPA Australia Ltd Level Freshwater Place Southbank, VIC th June 2012 Dear Graham, It's been a pleasure speaking with you about your records management programme. As you requested, I've prepared a proposal which outlines the tailored records management solution that Iron Mountain will provide to help you successfully address this challenge. I am confident that Iron Mountain has the expertise, resources, and experience CPA Australia Ltd needs. We work with many companies who have similar needs for proven records management. Our cost-effective, compliant solutions help businesses just like yours to reduce risks and cut records management costs and I know we can do the same for CPA Australia Ltd, too. With Iron Mountain, you get quality and responsive local service combined with the unmatched expertise and resources of the leader in information protection and storage services. Our secure facilities, systems-driven workflow, highly trained and screened professional staff, and access to our records management portal, Iron Mountain Connect TM, ensure your records and information are well protected, yet easily accessible when you need them. I look forward to working with you. Please be aware that this proposal is effective for 30 days from 28th June I will contact you shortly to answer any questions you may have about our proposal. In the meantime, please contact me if I can be of further assistance. I can be reached on or via Claudette.O Reilly@ironmtn.com.au. Kind regards, Claudette O'Reilly Enterprise Account Executive Level 1, 785 Toorak Road Hawthorn East, VIC

2 CPA Australia Ltd Proposal By Iron Mountain 28th June 2012 This proposal is effective for 30 days from date of proposal. Claudette O'Reilly Enterprise Account Executive Level 1, 785 Toorak Road Hawthorn East, VIC Answer with Confidence.

3 Table of Contents Executive Summary 1 Iron Mountain Overview 3 Recommended Solution to CPA Australia Ltd s Critical Business Issues 5 Schedule A: Programme Pricing Schedule Records Management 8 Conclusion 13 Confidentiality This proposal includes information that shall not be disclosed and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate this proposal. If, however, a contract is awarded to Iron Mountain as a result of, or in connection with, the submission of this proposal, CPA Australia Ltd shall have the right to duplicate, use, or disclose the information to the extent necessary to implement the resulting contract. This restriction does not limit CPA Australia Ltd s right to use information contained in this proposal if it is obtained without restriction from another source. i 2012 Iron Mountain Australia Pty Ltd, All Rights Reserved 1800 IRON MTN

4 Executive Summary CPA Australia Ltd, your hardcopy records hold answers you need to drive your company forward. So, it s no surprise that you rely on them every day to enable new business strategies, respond to customer requests or support your compliance practices. But when you struggle to find your records in a timely manner, your ability to answer the questions that are so essential to the success of your organisation will be significantly impaired. If you aren t storing and protecting your information using the proper processes, security and environmental controls, then making it available where and when it s needed is nearly impossible. And when this happens, you ll be putting the reputation and well-being of your company at risk. The entire Iron Mountain team is very excited about the opportunity to help CPA Australia Ltd create an effective, flexible and tailored records management programme, allowing you to: Safeguard your vital information assets from theft, damage, loss or inadvertent disclosure. Quickly locate and access a specific record 24/7, and deliver it physically or electronically wherever it s needed in a timely manner. Free up your valuable space and resources by storing your records in our highly secure offsite facilities. Build a compliant records management programme that is supported by the proper operational procedures and technology designed to prevent errors before they happen. You have expressed that the following are concerns and potential risks for your organisation: I'm worried that I won't be able to find something when I need it, or when a colleague requests it. (I don't know what people have in their file cabinets or archive boxes.) Answer with Confidence. Within your paper and electronic records lie the answers you need to drive your business forward but are you confident that you'll find them the moment you need to? And are you certain that the information you maintain, including that of your customers, is protected against everything from inadvertent disclosures and theft to environmental damage and natural and man-made disasters? If the information you need isn't readily available, the consequences can be significant hindering your ability to successfully execute a new strategy, satisfy a customer request or support your compliance practices Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

5 It s time to stop scrambling for answers, and start managing your company s records in a new way: one that decreases costs and boosts efficiencies, while enabling you to confidently answer the questions that are key to gaining competitive advantage. By storing your records in facilities that provide the optimal environmental conditions and advanced security and access controls, you ll be able to protect the integrity of these important assets, ensure they can be quickly retrieved when the need arises and free up your valuable, expensive real estate for more strategic uses. And when you support these activities with proven records management expertise, you ll have the insights needed to keep them aligned with your changing business, legal and ethical obligations. Get It When You Need It You've got paper everywhere, but because you also have multiple offices, a distributed workforce and numerous means of storing your hardcopy records, you never know what's hiding in a colleague's filing cabinet or archive boxes. As a result, finding exactly what you're looking for the moment it's required takes considerable time and effort much more than it should. So when your boss demands that the lone copy of a decades-old contract be on his desk by the end of the day, you'll have to scramble to locate, access and deliver it within the required timeframe. But what if it didn't have to be this hard? When you classify, store and track your records following proven best practices, you'll know exactly where a particular piece of information is located and retrieve it as efficiently as possible. This way, you'll have the capabilities you need to turn what used to be a headache into a head start Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

6 Iron Mountain Overview Iron Mountain is the global leader in information management services that enables you to protect and better use your information regardless of its format, location or lifecycle stage so you can optimise your business and ensure proper recovery, compliance and discovery. Iron Mountain has helped organisations of every size lower the costs, risks and inefficiencies of managing their physical and electronic data. Founded in 1951, Iron Mountain manages billions of information assets, including business records, electronic files, medical data, s and more for organisations around the world. Visit for more information. Solution Categories Iron Mountain offers a comprehensive array of information management solutions that help you know what information you have, where it is stored, and how to get to it quickly and confidently to reduce costs, risks and inefficiencies associated with managing your paper and electronic data. Information Governance and Discovery Records Management Secure Shredding Compliant Records Management Compliant Information Destruction Health Information Services Film and Sound Archives Data Backup and Recovery Offsite Tape Vaulting Services Consulting Services Value Added Services, including: Library Moves Media Destruction Document Process Efficiencies Document Management Solutions Business Process Management Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

7 The Numbers Tell the Story The result of our focused approach has been nothing short of remarkable. Globally: More than 1,000 record centres and data vaults comprising over six million square metres More than 12 million cubic metres of hard copy records stored and over 3 million linear metres of medical records under management Over 50 million tapes stored in highly secure data protection vaults 3,000+ vehicles making 18 million trips a year worldwide Over 160 million kilograms of securely shredded material a year Over 150,000 customer accounts and growing daily In Australia: Storage capacity of over 10 million standard archive carton equivalents Over 11 million items in open shelf storage, including management of over four million security packets Over 10,000 items catalogued daily and over 50,000 retrievals performed weekly Over half a million items securely destroyed every year using environmentally friendly methods Over 30,000 images processed daily Over 50,000 data tapes stored and over 3,000 data tape deliveries monthly Record Centres in every State or Territory Iron Mountain takes great pride in its tremendous financial stability and consistently strong performance. Our stable and very predictable revenue streams and the cash flows they generate allow us to make significant investments in new products and services and increased security to better protect and store our customers information. Iron Mountain Locations Iron Mountain has a global network with local service. Promoting consistency across media and geographies, we service over 35 countries on 5 continents Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

8 Recommended Solution to CPA Australia Ltd s Critical Business Issues In our recent discussions you have identified several areas of critical business concern. In this section we will review these concerns, the individual drivers, and the benefits you will receive by implementing the solutions listed in the next section. Critical Business Issues I'm worried that I won't be able to find something when I need it, or when a colleague requests it. (I don't know what people have in their file cabinets or archive boxes.) Information fuels the success of every aspect of your business. But when the records you need to achieve these and other goals are inconsistently indexed, finding what's required in a timely manner is much easier said than done. And even when you do locate what you need, if you haven't stored it under the optimal conditions, its usability may be compromised and your organisation could suffer lost business, a damaged reputation or worse. With Iron Mountain Records Management Services, you'll be able to leverage an offsite storage programme that ensures your records remain protected and accessible for the long term. You'll have the freedom to describe the content of your records following a documented, defensible approach that tightly aligns with your unique operational processes and can be easily enforced across the business helping you track, manage and access your information in an efficient, effective manner. What's more, you'll have access to an easy-to-use web interface that lets you search through your offsite records inventory, locate what's required to satisfy an internal or external request and arrange for it to be imaged on demand and delivered electronically or quickly delivered to your desired location in hardcopy format. The records my employees send to storage are poorly and inconsistently classified. What if you knew where all your information was stored and what was in each file or box? You'll have the ability to describe the content of your records and search for them online via a web interface when needed. You can require users to enter specific information about any records sent to offsite storage. By implementing these services, you will realise significant benefits including: You'll be able to track, manage and access your inventory in an effective manner. You'll no longer waste time searching for records Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

9 You'll be able to find what you need when you need it. CPA Australia Ltd s Records Management Programme The information below summarises the elements of your current programme: Storage Volume Approximately 4,000 standard archive cartons stored off site at another supplier Solution Description You ll benefit most from a solution that includes the following elements: Records Storage Records Storage Iron Mountain's records management professionals will work with you to identify which records can be relocated to a secure off-site Iron Mountain facility. Our outsourced Records Storage services provide highly secure, low-cost storage for all types of active records and archived documents. All Iron Mountain facilities feature 24/7 security and access control, are designed to offer extensive protection from flood or fire, and are staffed by highly trained personnel. All records will be indexed and tracked with bar-coded labels; this enables us to easily store, locate and re-file records upon your request. Through our Iron Mountain Connect web portal, you will have the ability to search for, locate and submit retrieval requests for any carton, file or document stored in our records centre. Retention schedules, records storage policies and procedures, and other Iron Mountain services can also be requested through the portal. Iron Mountain Records Storage services include: Fast, 24/7 access via the Iron Mountain Connect web portal, and fax Records indexing and retrieval at the box, file or document level Highly secure transportation and destruction services available as needed A secure chain of custody By implementing these services, CPA Australia Ltd will realise significant benefits, including: Cost savings of percent (on average) Freeing up of valuable storage space and staff resources Expedited document delivery Assurance that all records are managed consistently Improvement of records management by utilising best storage/best practices Valuable insight into your records storage programme via our robust reporting capabilities Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

10 Iron Mountain Connect As an Iron Mountain customer, you will have access to Iron Mountain Connect, an innovative system that will make managing your records easier than ever. Iron Mountain Connect supports your document management programme by providing instant visibility and access to your corporate records and enabling consistent procedures for retention, compliance and accountability. Iron Mountain Connect is your internet-based records management system that helps transform your records management programme into an enterprise-wide compliance programme. It provides the normal tools you need to implement the four pillars of responsible records management: Instant access Corporate-wide consistency Absolute accountability Easy adoption Utilising central audit and management oversight capabilities and robust security functionality, Iron Mountain Connect ensures confidentiality and protects the integrity of the database Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

11 Schedule A: P R OGRAMME PRICING SC H E D U L E Records Management Prices quoted do not include goods and services tax (GST) and are in Australian currency. CPA Australia Ltd District: Victoria - VIC Account: To be determined Effective Date: 1st August 2012 Pricing for Core Services STANDARD STORAGE AND SERVICES DESCRIPTION PRICE PER STORAGE Standard Archive Carton (SAC) $0.30 Carton per month Storage Minimum $ Month SERVICES Lodgement - Ongoing - Carton/Box $2.10 Carton/Box Retrieval - Carton/Box - Next Day Delivery $3.30 Carton/Box Archival Destruction - Carton/Box $7.70 Carton/Box* Next Day Delivery - Base Fee (CBD/Metro) $24.60 Trip Next Day Delivery - Handling Fee $0.74 Box/Carton *Includes retrieval and destruction. PREMIUM STORAGE AND SERVICES DESCRIPTION PRICE PER RETRIEVALS/RE-LODGEMENTS Retrieval - Carton/Box - Same Day Delivery $4.10 Carton/Box Urgent Retrieval - Carton/Box $5.00 Carton/Box TRANSPORTATION SERVICES Same Day Delivery - Base Fee $29.50 Trip Same Day Delivery - Handling Fee $0.74 Box/Carton Urgent Delivery - Business Day - Base Fee $35.00 Trip Urgent Delivery - Business Day - Handling Fee $1.00 Box/Carton Urgent Delivery - Weekends/Holidays/After Hours - Base Fee $ Trip Urgent Delivery - Weekends/Holidays/After Hours - Handling Fee $2.00 Box/Carton LABOUR Standard Labour $98.10 Hour MISCELLANEOUS Re-Boxing Charge (includes box/carton supply) $7.00 Box/Carton PROFESSIONAL SERVICES WEB MANAGEMENT Iron Mountain Connect - Initial Setup Free Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

12 PREMIUM STORAGE AND SERVICES DESCRIPTION PRICE PER Iron Mountain Connect - Standard Version Usage Free Iron Mountain Connect - Optional Features POA Iron Mountain Connect - Maintenance - Add/Delete e.g. User/Org Unit/Cost Centre $19.62 Entity Iron Mountain Connect - Maintenance - Edit $9.81 Entity *Using standard reporting and exporting tools and not requiring specialist I.T. resource support. OTHER PROGRAMME FEES DESCRIPTION PRICE PER Administrative Fee (Invoices more than $100) $9.60 Invoice Administrative Fee (Invoices less than $100) $5.00 Invoice Custom Pricing CUSTOM STORAGE AND SERVICES DESCRIPTION PRICE PER INITIAL MOVE Initial Move - Lodgement - Standard Archive Carton (SAC) $1.75 Carton Initial Move - Labour $98.10 Hour Initial Move - Product Supply - Standard Archive Carton (SAC) $2.75 Carton PRODUCT SUPPLY Product Supply - Standard Archive Carton (SAC) (39cm x 30cm x 25cm) $3.30 Each Product Supply - Carton/Box Delivery (first bundle) $24.60 Each Product Supply - Delivery of Additional cartons $0.11 Each MISCELLANEOUS Permanent Withdrawal - Carton/Box (in addition to retrieval fee) $3.00 Carton/Box Permanent Withdrawal - File from Carton (in addition to retrieval fee) $3.00 File Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

13 Transportation Services Cut off times for the receipt of orders: Next Day Delivery, before 3:00 PM. Same Day Delivery, before 12:00 PM. Urgent Delivery, before 3:00 PM. Note: Orders for next day delivery received up to the cut off time will be delivered the next business day. Orders received after this time may not be delivered until the second business day. Orders for same day delivery received up to the cut off time will be delivered the same business day. Orders received after this time may not be delivered until the next business day. Urgent orders may be submitted by facsimile or Iron Mountain Connect, but must always be accompanied by a confirming telephone call. Out of Hours is any time that is outside of normal business hours (8:30 AM to 5:00 PM). Delivery times: Next Day Delivery, before 5:00 PM on the following business day. Same Day Delivery, before 5:00 PM on the same business day. Urgent Delivery, within 3 hours of Iron Mountain receiving the order. Collection (Regular Pickup): Regular Pickup before 4:00 PM collected within 2 business days of the order being placed. Standard size of consignment will be 20 items. For larger consignments, the collection time may be negotiated Document Conversion Services With Document Conversion Services, CPA Australia Ltd can implement a new digital imaging programme or redesign your current programme. This service provides: Intelligent scanning: scan only what you need, when you need it. Extensive expertise in backscan and day-forward scanning. Seamless interface with your Electronic Document Management (EDM) system or hosted image archive. Best practices for document security, access and compliance. Rapid implementation with little or no capital investment Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

14 Pricing is available on request for the conversion of physical documents to a digital image. Due to the complexity inherent to document conversions each specific application may require more detailed pricing. Please contact us for a detailed proposal for your specific application(s). Common applications are: Accounts Payable e.g. invoices and expense claims Contracts Dispute resolutions e.g. application forms and consignment notes Human Resources Loan Files Claim Files Customer Files Vital Records Initial Move Initial Move prices apply for the services listed for Items received during the startup process (Initial Move) of a new customer programme and applies to all initial volume received by Iron Mountain within three (3) months of the date of the Agreement Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

15 Supplementary Material: C OST ESTIMATE Records Management The estimate listed below is based on expected storage volume and service activity levels. The actual volume and activity will impact monthly billing. Prices quoted do not include goods and services tax (GST) and are in Australian currency. Monthly Cost Estimate for CPA Australia Ltd STORAGE DESCRIPTION PRICE PER QTY TOTAL Total Storage Monthly Cost Estimate $0.30 Carton 4000 $ Note: Monthly Storage Minimum applied. SERVICES DESCRIPTION PRICE PER QTY TOTAL Administrative Fee (Invoices more than $100) $9.60 Invoice 1 $9.60 Total Services Monthly Cost Estimate $9.60 Total Monthly Cost Estimate for Records Management (excluding GST) $ Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN

16 Conclusion Your records tell the story of your business and have operational, financial and legal value. Yet they also represent risks, costs and management challenges. In addition to rising storage, labour and administrative expenses, today's changing legal climate brings liability tough enforcement of new regulations adds a litigation-readiness focus to the complexity of records management. As this proposal demonstrates, Iron Mountain has the expertise, the resources and the experience to solve CPA Australia Ltd's unique challenges. Our professional, proven, costeffective records management services have been tailored to address your specific needs. Iron Mountain can provide you with: Responsive local service Proven technology Deep records management expertise Proactive account management National account capabilities Real estate and facilities resources Economies of scale Highly trained and dedicated professional staff Customers choose Iron Mountain for one reason above all: value. This value extends beyond storage and management services; it rests with the confidence of knowing you have entrusted your records to the industry leader. Customers know Iron Mountain is committed to a longterm business relationship. Iron Mountain is here with answers for your records and information management needs today, and we will be here to help you with your challenges of tomorrow Iron Mountain Australia Pty Ltd, All Rights Reserved EPW IRON MTN