Latest release of records management software allows for centralized,
web-based management of records
BOSTON--(BUSINESS WIRE)--Nov. 17, 2009--
Companies struggle to manage the physical and digital records spread
across their organization in a consistent manner so that they are
compliant with data laws and easily accessible for litigation. This is
the finding of a recent Iron Mountain survey of 2,000 companies that
revealed that approximately one in three have inconsistent processes for
retrieving records. This inconsistency and lack of control over records
leaves organizations vulnerable to the costly fines, penalties and brand
damage that often results from non-compliance with legal and regulatory
mandates.
Recognizing this challenge, Iron
Mountain Incorporated (NYSE: IRM), the global leader in information
protection and storage services, has delivered a more powerful version
of its Accutrac
records management software to help organizations take greater control
of their records. Accutrac lets organizations track, manage and apply
consistent retention policies to their records, whether they are located
in company file rooms and servers or stored offsite with a vendor,
through a single system.
“Accutrac has helped streamline our records management process and
increase efficiencies,” said
Florence Mele
, assistant vice president of
Records Management for T. Rowe Price. “Centralized access to our onsite
records and our Iron Mountain inventory from one system saves time,
while the ability to consistently apply retention to records, wherever
they reside, helps us to more effectively meet compliance obligations.
Iron Mountain has worked collaboratively with us to seek and implement
enhancements to Accutrac that ensure optimization of our business
processes and support our compliance with record retention regulations.”
Available now, the new version of Accutrac gives organizations more
centralized control of their records inventory, promoting a more
consistent approach to records management, while adding capabilities to
improve the overall user experience. Accutrac offers a new Web interface
to Iron Mountain Web Services so customers can request records be picked
up, order the retrieval of offsite records, and perform other
transactions, directly through Accutrac. This eliminates redundant data
entry and ensures greater compliance across the entire records lifecycle.
Along with the new Web interface, Accutrac now offers:
-
Increased compliance and litigation readiness through a records
retention and hold workflow system, providing clear and detailed audit
trails;
-
Extensive search capabilities, enabling organizations to build complex
queries, retain search definitions, and utilize full-text searching,
as well as support for a tree-structured hierarchy of records that can
search user-defined workspaces through quick, single view access;
-
Improved security for organizations, offering role-based security and
access permissions for easier administration of detailed security and
data access settings;
-
Greater flexibility for customization, allowing for customer-defined
toolbars that easily map to internal processes and fully configurable
data entry screens for each item type (e.g., email or physical
records).
Through a strategic partnership and integration with IBM® InfoSphere
Enterprise Records, Accutrac gives companies one place to view and
manage their electronic data as well as their physical records. This
single view into records enables companies to more easily apply
consistent records management policies, a critical practice for ensuring
regulatory compliance and quick access to records across the
organization.
Additionally, Accutrac has expanded integration with Microsoft® Office
Outlook® to allow users to “drag and drop” their email records directly
from Outlook into Accutrac. Users can also now make records retrieval
requests to Iron Mountain directly through Outlook, streamlining their
records management workflow for their entire inventory.
Accutrac is also a Department of Defense (DoD) 5015.2-certified
application, enabling organizations that work with the federal
government to meet legal and regulatory requirements for managing
federal records from creation to destruction. Accutrac provides
compliant, customized workflows for classifying and indexing federal
records for retention and, when needed, disposition to help prevent
incidents of regulatory non-compliance.
“Our customers all share a common set of challenges in managing their
information, regardless of their size or industry,” said
Chris
Churchill
, vice president of Document Management Solutions for Iron
Mountain. “They all must meet complex records management obligations
such as improving records and information access, retention management,
compliance and litigation preparedness. With Accutrac, we give them a
unified records management solution that is easily deployed and can
integrate with their existing information management investments – both
physical and electronic – to solve these challenges, ensuring compliance
while reducing both costs and risk.”
Accutrac is an integral part of Iron Mountain’s Document
Management Solutions, a comprehensive, fully integrated information
management program that enables complete visibility and timely access to
all of an organization’s records – regardless of their format (paper,
electronic, etc.) or location in the organization. These services
deliver enhanced access and control that speed business processes and
decision-making, improve customer service and support compliance
requirements.
About Iron Mountain
Iron Mountain Incorporated (NYSE: IRM) helps organizations around the
world reduce the costs and risks associated with information protection
and storage. The Company offers comprehensive records management and
data protection solutions, along with the expertise and experience to
address complex information challenges such as rising storage costs,
litigation, regulatory compliance and disaster recovery. Founded in
1951, Iron Mountain is a trusted partner to more than 140,000 corporate
clients throughout North America, Europe, Latin American and Asia
Pacific. For more information, visit the Company's Web site at www.ironmountain.com.
Source: Iron Mountain Incorporated
Iron Mountain
Christian T. Potts, 617-535-8721
christian.potts@ironmountain.com
or
Weber
Shandwick
Kristen Georgian, 617-520-7042
kgeorgian@webershandwick.com