Information transformation

Transform your workplace: reduce cost, risk and improve productivity

Business objective: Workplace evolution

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Optimise your workplace to adapt to a changing world

Do you know how your organisation can thrive in a world where the way we work is constantly evolving? Whether managing a newly remote workforce, scaling facilities due to M&A activity, or consolidating office space, companies are rethinking their physical locations and adopting hybrid working models. But how do you stay ahead in such a dynamic environment?

At Iron Mountain, we understand the challenges of today's evolving workplace. We help organisations navigate these changes, ensuring they remain efficient and cost-effective.

Common challenges faced in today's changing world:

Moving, renovating or downsizing your workspace

Iron Mountain assesses your current space, manages the clean-out process, and offers practical advice on how to best manage your information and assets moving forward and optimise your real estate footprint to save costs.
Cleaning up your legacy records

Commingled files, disorganised records, and boxes with incomplete information aren’t just a nuisance. They’re a liability that can inflate storage costs, increase litigation risks and even raise the cost of worker's compensation claims. Our solutions allow you to make sense of what’s stored in your record boxes and make quick and defensible disposition decisions.
Navigating challenging ESG requirements

Leaders are under pressure to meet ESG KPIs across the organisation. Whether by streamlining, managing, and restructuring the lifecycle of IT assets, or by digitising processes to reduce emissions from paper-based or manual tasks, we can help businesses achieve their ESG targets.

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90%
A recent IDG Study indicated that 90% of organisations are planning on making changes to their workplace within the next 6–12 months.
IDG
87%
According to a recent CBRE study, 87% of corporate real estate leaders are focused on portfolio optimisation as a top priority.
CBRE

How do we do it?

With our information transformation framework we help you optimise your current workplace and support it's evolution so it's future-proofed and ready for anything

Click on each phase to jump to the respective part of this page.

Access, collaborate, and innovate by taking control of your information and data - Workflow infographic

Phase 1 - Discover

Workplace transformation assessment

Before any changes can be made, it's vital to assess your current workspace, taking stock of what digital and physical assets you have, what needs to be digitised, stored at an offsite facility, and what can safely and securely be disposed of. There are always obstacles to a workplace transformation. To overcome these hurdles it's vital to understand all the variables involved.

Industry fact:

71% of companies could reduce their storage costs by 30% if they knew what they could digitise or defensibly destroy.

Iron Mountain

Determine what to store, digitise or destroy:

Iron Mountain Clean Start

Reduce risk, improve productivity, and enhance sustainability as you elevate your workplace

Secure storage

Preserve your important records with highly secure and compliant offsite storage

Best practices for transforming the workplace

Don't overlook these proven strategies when downsizing, closing, or moving an office space

Phase 2 - Unify

Unify your workspace

Through a collection of technology-driven solutions we simplify, sort and structure your records inventory automatically and at scale, helping you to make smart decisions on what to keep, defensibly destroy, or digitise. No matter how much you're storing or where it's located.

Employees across your business, no matter where they are will be able to access, share and integrate data and information to create a truly collaborative workspace.

Explore our Smart Records Cleanup Suite

Smart Sort

Efficiently unmingle your commingled files—all without a complex, labor-intensive discovery project

Smart Reveal

Reveal what you have—and potentially who is the rightful owner of each records box

Hospital reduces records storage costs and improves visibility and compliance with Iron Mountain Smart Sort

Learn how a hospital gained visibility across its records inventory and established a process for defensible disposition.

Phase 3 - Govern

Strengthen resilience and security via risk governance

Data privacy regulations continue to evolve and become more stringent, especially in the light of recent high-profile data breaches and the prevalence of hybrid work environments. We provide sustainably designed solutions designed to mitigate your risk by enabling continuity of service, securely destroying all media and IT assets, and providing expert advice related to compliant lifecycle management for data, records, and physical assets.

Phase 3 - Govern your data with confidence

Lower risk exposure across your IT assets, sensitive files and records

Workplace ITAM

Gain peace of mind with a comprehensive range of ITAM services for the entire IT lifecycle

Asset Lifecycle Management

ALM helps protect not only your data and the environment, but also your bottom line

Workplace transformation: How to mitigate information and data security risks

Phase 4 - Automate

Automate your ways of working

By digitising your physical records and making all of your information accessible in one centralised location you have a strong foundation to build automation into your business processes. Eliminating repetitive, time-consuming tasks and freeing your team for more valuable work.

For example, Iron Mountain's digital mailroom solution eliminates paper at your front door. We scan, index and ensure quality control of your mail so you can securely store, search and access it in our Digital Experience Platform, Iron Mountain InSight®.

Explore our automation solutions and resources

Debt management company eliminates paper processes for optimal hybrid working

Document scanning and digital storage

Transform your business and centralise your information with digital scanning and storage

Digital Mailroom

Streamline mail operations and connect data digitally across organisational silos

Phase 5 - Unlock

Unlock the full potential of your workplace integration

With the foundation set and your workplaces fully integrated, you can unlock the true value of workplace transformation. Improve team collaboration across locations, integrate data into automated workflows, and categorise information for better insights and decision-making. No matter where your team is working from.

Phase 5 - Unlock insights & make better decisions

Start unlocking the benefits of a workplace transformation:

InSight Intelligent Document Processing

Digitise, store, automate, and unlock the power of your data through the power of automation