make your information work kfor you Place image here

Transcription

1 8 things that can help make your information Place image here work kfor you 2009 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated.

2 Agenda - 8 things that can help make your information work for you - The Value of an Integrated t Solution - Customer Case Studies - Recap 2

3 8 things that can help make your information work for you (I) 1. Avoid making a "platform decision" at all Pay only for the services you need and the volume you process 2. Get an expert to tame the paper monster A single source supplier can help limit operational and legal risks 3. Don't wait to collaborate Hosted document management solutions can be up and running in a matter of weeks 4. Chain of custody matters Maintaining a strong chain of custody for documents is essential to minimizing business risk 3

4 8 things that can help make your information work for you (II) 5. Hybrid solutions "fuel" process efficiency Look to a provider that offers physical and electronic records storage to get the fuel efficiency of this hybrid model 6. Arm knowledge workers with self-service tools It's important that digital file access and management be put in the hands of the end users 7. Create a plan that reflects best practices Rest easy knowing that conversion processes, retention schedules, information security and privacy policies are being maintained and consistently followed 8. Change doesn't have to be difficult Changing information management strategy and processes can be easier than you imagine 4

5 Value of an Integrated Solution Single Vendor Chain of Custody Cost Effective Business Continuity Free up resources $ Budget Optimization $ $ $ $ $ $ $ 5

6 Case Study #1: HUMAN RESOURCES 6

7 Human Resources Traditional Process 7

8 Human Resources - Challenges - Controlled access Faxing/mailing can lead to inadvetant disclosures Federal, state and local regulations regulations - Distributed and centralized access HQ and remote offices need acces s to the same records Varying degrees of access rights across documents - Auditing and reporting Secure and accurate maintenance - Managing labor and real-estate costs Maintaining large, on-site file rooms can be expensive 8

9 Customer Case Study: Investment Banking Firm Implemented hybrid solution to improve productivity it and efficiency i Proble em -Required global access for HR records -Hundred-thousand+ actions per year -Entirely paper-based process Solu ution -New file-indexing model for better access and security -Hybrid solution: back-file, day-forward and on-demand -Images retrieved from Digital Record Center for Images -Expandable globally within the organization -Dedicated Vault and Iron Mountain Staff Benefit Information was made more available to their users, and as a result, improved the productivity and efficiency of this very important and secure application. 9

10 Human Resources - Value - Faster access to employee files for organizations with multiple offices Improved management processes - Secure disaster recovery and business continuity By imaging and maintaining records on a web-based platform - Central management of the physical records Leverages Iron Mountain s expertise and real-estate t Drives down costs Improved security Improved reporting and auditing capabilities 10

11 Case Study #2: CONTRACTS 11

12 Contracts Traditional Process 12

13 Contracts - Challenges - Contracts are active They are frequently accessed and may be updated - Access and management Often created regionally but managed centrally They need to be accessed from multiple locations. - Version, risk management and integrity Ensuring that all parties are viewing the latest, complete version Facilitating ti timely access to only authorized personnel - Providing requisite reporting 13

14 Customer Case Study: Global Tecnology Company Contracts t solution supports business goals Soluti on Problem -Contracts created and stored in 20+ locations worldwide -Used manual processes -Difficult to access in a timely way to support business initiatives, compliance requirements, and legal actions -Backfile conversion of 30,000 paper records to electronic format -Day-forward imaging of approximately 2,500 documents a week -Electronic hosting allowing authorized users to search, locate, view, and retrieve copies of the documents from any location -Offsite storage of original paper documents at secure facility Benefit -100,000 contracts placed within easy reach of legal professionals and other authorized users. -Enhanced distributed access to documents -Reduced onsite document storage costs 14

15 Contracts - Value - Access and authorization processes are seamless Centrally managed physical copies of contracts t Creation of image copies Distributed access to the appropriate users - A Consistent and compliant solution An integrated approach to managing the entire lifecycle of contracts - A more cost-effective solution with improved service Outsourced management of contracts to an organization that specializes in records management Reduced onsite document storage costs 15

16 Case Study #3: LOAN FILES 16

17 Loan Files Traditional Process - Digital records and hard copy loan file folders are created at the point of transaction The loan files are normally scanned The original file folder is stored either internally or via a 3rd party - Electronic or hard copy trailing documents are commonly added over of the life of the loan - The retrieval profile of a loan file may vary: The entire file folder An abstract Individual documents that will be in hard copy or digital form or a combination of both 17

18 Loan Files Challenges - Access challenges: Efficient management of large collections with information that may only be found in the digital or hard copy file Ensuring access to a specific document in a specific loan transaction ti at any time during the life cycle of the loan Retrieval of critical documents in a timely yet cost effective manner. Long term storage and management of hybrid records - Business challenges: Loan file life cycle management from point of origin to destruction Disaster recovery and business continuity it protection ti Risk avoidance, statutory and procedural adherence Efficient and cost effective maintenance of digital and hard copy loan files 18

19 Customer Case Study: The First American Corporation Outsourced management of subordinate loan documents Soluti on Problem -100,000+ new subordinate lien mortgages purchased in 08, -Needed an effective way to store, retrieve and use critical information -Needed a way to image an abstract or all of each mortgage file -Needed a way to manage the hard copy files on an ongoing basis -Loan files are shipped directly to Iron Mountain for receipt, reconciliation, and indexing at the file level -Image I on Demand of approximately 100+ requests weekly -A 50 page abstract of each requested loan file is sorted into 15 document types -Scanned files uploaded to a hosted image repository Benefit -Global access allows 100+ users from US and elsewhere to search and retrieve the requested files online -Cost reductions through Image on Demand and hosted repository 19

20 Loan Files The Value - Improved efficiencies Easier collaboration, lower overhead and faster access to loan documents Achieving response and access targets via a mixture of electronic, active and inactive storage - Extensive geographic footprint Support for distributed handling, centralized consolidation or a combination of both, reducing transportation costs and risks - Reduced costs Outsourced management relieves internal resources, facilities and capital investments. - Multiple delivery options Secure FTP Imaging with delivery by secure Scanned documents delivered to an image repository 20

21 Recap: THE VALUE OF AN INTEGRATED SOLUTION 21

22 Recap The Value of an Integrated Solution Reduced Costs Unbroken chain of custody Improved compliance and security Fast, distributed access Centralized, consistent management Simple set-up and easy administration Allows management to focus on value- added d services 22

23 QUESTIONS? 23

24 Contact information: Place image here Find More Information at: Find More Information at: