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8 things that can help

make your information

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Agenda

8 things that can help make your

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8 things that can help make your

information work for you

Th V l

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I t

t d S l ti

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The Value of an Integrated Solution

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Customer Case Studies

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8 things that can help make your information work for you (I)

1 A oid making a "platform decision" at all 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

• Hosted document management solutions can be up and running in a matter of weeks

4. Chain of custody matters

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8 things that can help make your information work for you (II)

5. Hybrid solutions "fuel" process efficiencyy p y

• 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 Ch d 't h t b diffi lt

8. Change doesn't have to be difficult

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HUMAN RESOURCES

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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

S d t i t

• Secure and accurate maintenance

- Managing labor and real-estate costs

• Maintaining large on-site file rooms can be expensive

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Customer Case Study: Investment Banking Firm

I l t d h b id l ti t i d ti it d ffi i

-Required global access for HR records

e

m

Implemented hybrid solution to improve productivity and efficiency

-Hundred-thousand+ actions per year -Entirely paper-based process

Probl

e

-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

u

tion

-Expandable globally within the organization -Dedicated Vault and Iron Mountain Staff

Sol

u

Information was made more available to their users, and as a result, improved the productivity and efficiency of this very important and secure application

B

enefit

important and secure application.

(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

L I M t i ’ ti d l t t

• Leverages Iron Mountain’s expertise and real-estate

• Drives down costs

• Improved security

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CONTRACTS

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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 F ilit ti ti l t l th i d l

• Facilitating timely access to only authorized personnel

(14)

Customer Case Study: Global Tecnology Company

C t t l ti t b i l

-Contracts created and stored in 20+ locations worldwide

m

Contracts solution supports business goals

-Used manual processes

-Difficult to access in a timely way to support business initiatives,

compliance requirements, and legal actions

Proble

m

-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

on

-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

Soluti

-100,000 contracts placed within easy reach of legal professionals and other authorized users.

-Enhanced distributed access to documents

B

enefit

-Reduced onsite document storage costs

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Contracts - Value

- Access and authorization processes are seamless

C t ll d h i l i f t t

• Centrally managed physical copies of contracts

• Creation of image copies

• Distributed access to the appropriate users

- A Consistent and compliant solution

• An integrated approach to managing the entire lifecycle of contractsAn 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

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LOAN FILES

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Loan Files – Traditional Process

- Digital records and hard copy loan file folders are created at the point of transaction

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

• An abstract

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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 t ti t ti d i th lif l f th l

transaction 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

Di t d b i ti it t ti

• Disaster recovery and business continuity protection

• Risk avoidance, statutory and procedural adherence

• Efficient and cost effective maintenance of digital and hard copy loan files

(19)

Customer Case Study: The First American Corporation

O t d t f b di t l d t

-100,000+ new subordinate lien mortgages purchased in ‘08,

m

Outsourced management of subordinate loan documents

-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

Proble

m

-Loan files are shipped directly to Iron Mountain for receipt, reconciliation, and

indexing at the file level

I D d f i t l 100+ t kl

on

-Image 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

Soluti

-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

B

enefit

Cost reductions through Image on Demand and hosted repository

(20)

Loan Files – The Value

- Improved efficiencies

• Easier collaboration, lower overhead and faster access to loan

d t

documents

• Achieving response and access targets via a mixture of electronic, active and inactive storage

Extensive geographic footprint - Extensive geographic footprint

• Support for distributed handling, centralized consolidation or a combination of both, reducing transportation costs and risks

- Reduced costs - Reduced costs

• Outsourced management relieves internal resources, facilities and capital investments.

make your information work kfor you Place image here

8 things that can help

8 things that can help