The Sentencing of records

Regulations are in place to ensure the responsible handling and disposal of data. Such compliance measures may prove strenuous for companies that manage data at scale yet don’t have the necessary processes, technologies and infrastructure.

To ensure that your organisation’s record management not only adheres to regulatory standards but also is conducted in a manner that is efficient and secure, Iron Mountain — leaders in records and information management — offer comprehensive, bespoke solutions.

Trusted with the data management of over 225,000 companies across the globe, we have the means necessary to safeguard your information — no matter how sensitive — while optimising your record management processes. This, in turn, can help your organisation to seamlessly conduct audits, enhance security and maintain compliance with evolving regulations.

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Why data sentencing matters

Also known as data lifecycle management, data sentencing is a fundamental practice within modern business operations — imperative for maintaining operational efficiency, ensuring compliance and protecting sensitive information, among other necessities.

Specifically, data sentencing refers to the systemic classification, retention and disposal of data throughout its lifecycle. Its functional purpose is to maximise the value of data during its useful life while minimising the risks and costs associated with retaining unnecessary and/or outdated records.

Without data sentencing, organisations are vulnerable to a plethora of risks:

• Legal and Regulatory Compliance Issues:

  Not adhering to data retention regulations can result in legal consequences, including fines, lawsuits, and damage to reputation. Different industries and regions have specific compliance requirements, and failure to meet them can lead to severe penalties.

• Data Breaches and Security Risks:

  Keeping unnecessary data increases the risk of unauthorised access and data breaches. Unsecured data can be exploited by cybercriminals, leading to financial loss, reputational damage, and legal liabilities. Data mismanagement can damage an organisation's reputation and erode customer trust. Incidents such as data breaches or privacy violations can lead to negative publicity and loss of customer confidence.

• Increased Storage Costs:

  Storing unnecessary data incurs unnecessary storage costs. Organisations may waste resources on maintaining and managing data that no longer serves a business purpose.

• Impact on Decision-Making:

  Outdated or irrelevant data can hinder decision-making processes. Without proper data management practices, organisations may struggle to access accurate and up-to-date information, leading to poor strategic decisions. Inefficient data management can hinder innovation and competitiveness. Organisations that cannot effectively utilise their data may fall behind competitors who leverage data-driven insights for strategic advantage.

Iron Mountain works to address these concerns by offering a robust data sentencing framework that enables organisations — of all sizes and data-complexities — to efficiently manage their records throughout their lifecycle.

Streamlined data sentencing with Iron Mountain

Entrusting your record storage to Iron Mountain means partnering with a single, trusted entity for all your tailored archival needs.

Our deep expertise in data sentencing has led to the development of processes that ensure:

• Compliance with Agency and NAA guidelines.
• Enhanced attention to detail, verified by rigorous quality control measures.
• Sentencing of records based on a comprehensive review, not just titles.
• Avoidance of unrealistic quotas for individuals or groups.
• Protection against staff 'sentencing burnout.'
• A no-shortcuts approach to maintaining sentencing integrity.
• Consistent sentencing quality and reliability.
• Full traceability of records for easy retrieval at any time.
• Proper management of records disposal and associated NAA reporting.

Our sentencing processes guarantee the accurate capture of essential metadata, streamlining record management and accessibility. For records earmarked for either temporary or permanent retention, we meticulously box and numerically arrange them in logical consignments, utilising archive cartons as needed. Furthermore, records designated for transfer to the National Archives of Australia (NAA) are securely boxed in suitable archive containers, ensuring their preservation and compliance with archival standards.

Iron Mountain's comprehensive approach to data sentencing not only adheres to the highest standards of record management but also works to enhance operational efficiencies, ensuring your records are managed, stored, and retrieved with precision and care.

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Partner with Iron Mountain

By partnering with Iron Mountain, you can know your records are in good hands — protected against data breaches, securely stored and efficiently managed throughout their lifecycle. Maintaining compliance doesn’t need to be strenuous and time consuming; let us help you streamline your record management process and ensure data sentencing is a seamless part of your operations.

For over seven decades, Iron Mountain has served as a strategic partner in managing and safeguarding information and assets. As a leading provider of storage and information management services, we’re trusted by over 225,000 organisations globally — including more than 90% of the Fortune 1000. Our services are designed to protect, manage, and enhance the value of a wide range of assets, regardless of their nature, location, or how they are stored.

Iron Mountain operates an extensive network, with over 1,400 facilities in more than 50 countries — dedicated to the storage and protection of billions of assets. If your organisation requires a trusted partner to manage the complexities of data sentencing and ensure compliance, Iron Mountain offers the experience, infrastructure, and bespoke solutions to meet your needs.

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