Iron Mountain® Workflow automation

Iron Mountain® Workflow automation™ replaces email-centric tasks with business process automation to enhance workflow efficiency

Despite coherent digital strategies, many organisations still default to email management for repetitive tasks, resulting inhidden and resource-heavy processes with loopholes that cannot be tracked, reported on, or audited.This outdated approach disrupts business process management, risks regulatory compliance, reduces productivity, and affects customer experience. By adopting workflow and process automation, you can enhance efficiency and enjoy significant benefits, as shown in successful automation case studies.

Key workflow challenges you might be facing at work

• Manual tasks and repetitive processes: Streamline manual work to boost your team's productivity.
• Paper-based workflows: Move to digital solutions to enhance efficiency and cut down on storage costs.
• Limited visibility and tracking: Gain better insight into your workflows and improve accountability.
• Inefficient communication and collaboration: Foster better communication and collaboration among your teams.
• Slow response times: Speed up your processes to improve customer satisfaction.

Workflow automation case study: How Iron Mountain improved workflow efficiency for a leading Central European bank

Background:

In this use case, the customer, a well-established bank in Central Europe, was already using Iron Mountain for records management, digital scanning, and storage of backup tapes and hard drives.

Challenge:

However, it became clear that employees were spending excessive time managing emails from customers and colleagues, leading to disorganised information and difficulties in business process management. This inefficiency affected complaint handling, claims management, travel and event management, and board meeting outputs. Inevitably, with no way of centrally monitoring and reporting task status, follow-up actions and deadlines were frequently being missed.

Solution:

Iron Mountain® Workflow Automation™ stepped in and offered a comprehensive solution for business process management, efficiently managing 22 workflows, 29 document types and 660 metadata indexes.

This advanced process automation swiftly logs and assigns email messages within secure digital workflows. Task owners receive automatic reminders and can easily add e-signatures if required. This solution not only meets the bank’s strict requirements for high data security and compliance standards, but also enhances workflow efficiency.

Achievable performance improvements for workflow processes

• 30% time saving
• Faster, simpler compliance
• 30% improvement in response time
• Better visibility of mobile and hybrid workloads

Results are illustrations from recent customer engagements.

How Iron Mountain Workflow automation works

Iron Mountain® Workflow Automation™ simplifies business processe managementby automating the routing of documents to the appropriate users, regardless of their location or device.

With this solution, processes can be initiated automatically by dragging and dropping email messages into the system, or manually by creating a ticket directly in the system.

The system then launches the next step of the process and/or allocates tasks for individual users or groups of users. Notifications can be forwarded to specific email addresses to ensure tasks are completed by the set deadlines. Additionally, automated escalation notices handle delays, missing documentation, and support requests, including audits and litigation.

Key benefits of automated workflow

• Workflow Automation removes tedious steps, such as creating checklists and searching for missing documents.
• Easy integration with Outlook and other applications means the system is suitable for the majority of workplace scenarios.
• All data is encrypted at rest and during transmission across a secure network, reducing compliance, security, and privacy risks.
• Full audit trail of user changes and activities performed at file and folder level to assure regulatory compliance.
• Centralised management visibility with simple dashboard reporting for SLAs, KPIs and task status updates.
• One predictable monthly subscription fee, avoiding capital investment and making for simple budgeting.

These benefits collectively enhance overall workflow efficiency, streamlining processes and boosting productivity.