The benefits of a better data strategy – 5 success stories

Data is at the core of every essential business function – so maintaining legacy processes for collecting, tagging, storing and securing data will certainly cause operational headaches. To enable AI-driven innovation, organizations need a strategy for automating these tasks. It might seem like a daunting initiative, but the right partner, such as Iron Mountain and our Iron Mountain InSight® solutions, can help businesses organize their vast data collection and apply it to more efficient workflows.

What does a data management initiative look like in practice? We’ve compiled a few of Iron Mountain’s success stories across industries – from a bespoke HR platform for a large distributed retailer to searchable benefits documentation for a healthcare organization.

Kyndryl gets data audit-ready worldwide

Industry

Information Technology

Challenge

To deploy an effective archive and retention process and achieve audit readiness, Kyndryl needed to streamline a mix of legacy and new systems across business functions, resolve murky record ownership after spinning off from IBM, and simplify an ambiguous data strategy.

Solution

The Kyndryl IT team worked with their internal business team partners and Iron Mountain’s Information Governance Advisory Services to develop a set of rules, or governance, for storing data. Specific criteria were articulated for active or hot data used every day, passive or warm data for ready offline access, and archive or cold data to be kept for legal reasons only, not as a backup source.

Kyndryl also adopted a solid data cataloging approach to fortify information management. Using Iron Mountain InSight®, data is classified, tagged with metadata, and organized for management, accessibility, and usability across the organization. Because finding data is challenging, Kyndryl crowdsources terms used by business units when searching for data. Kyndryl can now manage and use all the data from the catalog and all metadata from the archive. Read the full case study.

European agency ditches dated processes and digitizes documents

Industry

Government

Challenge

A European agency struggled with inefficient, manual citizen services. Millions of birth, death, marriage, and immigration records were stored in inconsistent formats, many of which were handwritten, making it costly and time-consuming to provide accurate document copies.

Solution

The agency partnered with Iron Mountain to digitize records using InSight® Intelligent Document Processing (IDP) with human-in-the-loop validation. This included optical character recognition (OCR) scanning, metadata extraction, and migration of more than five million records into a secure AWS cloud repository.

Iron Mountain’s approach ensured digitization and enriched searchability. Metadata tagging allowed employees to locate records instantly, while automated workflows reduced the margin of error and improved compliance with government regulations. In addition, creating a scalable digital library laid the groundwork for self-service access by citizens. This forward-looking capability empowers residents to retrieve their own documents, effectively freeing agency staff to focus on higher-value services. Read the full case study.

Healthcare organization upgrades records to reduce financial risk

Industry

Healthcare

Challenge

A healthcare organization paid millions of dollars in ineligible pension benefits – all because it could not locate the appropriate documentation to confirm claim eligibility. The courts ruled that the organization was liable to pay employee pension claims without evidence to disprove a claim’s eligibility. The high cost of unsearchable, unfindable pension benefits spurred the organization to act.

Solution

Iron Mountain is assisting by converting all document formats, including hand-written papers, into digital form, identifying key data to extract. The extracted and distinguishable information enriches the record with metadata to enhance searchability. All relevant documentation associated with a plan participant is tagged with the same metadata to provide staff with a comprehensive view of the aggregated information.

Iron Mountain is also helping the healthcare organization migrate its legacy systems to InSight Digital Experience Platform (DXP). Pension employees now have an accessible, searchable system to quickly answer employee and regulatory queries, built on required security protocols to safeguard data and documentation. Read the full case study.

Retailer evolves digitally with HR automation

Industry

Retail

Challenge

A large distributed retailer noticed that, over time, its different HR groups had each developed their own workflows. The HR staff had a clear vision of what they wanted in a new platform – one that unified and automated workflows, increased efficiency and simplified tracking of employees’ sensitive data.

Solution

Partnering with the Iron Mountain services team, the retailer was able to create a bespoke platform for Human Resources. The solution’s dashboard has created an entirely new level of visibility into their department, enabling higher-level metrics and analytics. Processes have been streamlined and unified throughout the department.

In addition, HR documents are centrally located in a digital repository — making them easier to locate and to manage. The margin for human error has been significantly reduced. When mistakes do happen, safeguards are in place so issues are flagged and corrected in real time. The new platform motivated the organization to explore how automation and digitization might benefit other business lines. Read the full case study.

Iron Mountain streamlines workflows from within

Industry

Enterprise Information Management

Challenge

Iron Mountain grappled with the inefficiencies of setting up new customer accounts that could integrate seamlessly across platforms. Employees spent hours digging through pricing and contract documents to set up new customer accounts in financial, customer relationship management (CRM) software, operational, and billing systems.

Solution

InSight DXP gave Iron Mountain’s customer care teams integrations that enabled users to remain in Salesforce for every step of setting up a new customer account. The care team no longer has to read the contract and pricing documents and manually type information into various systems. AI-powered extraction pulls the relevant information – including metadata – from the contract and automatically enters it into Iron Mountain’s system, saving time and improving data quality and employee experience.

InSight DXP put valuable information, such as contract end dates, at the fingertips of Iron Mountain’s sales reps and care agents. The data is ready, on demand, for employees as they interact with customers, avoiding the need to read the entire contract. Read the full case study.

About Iron Mountain InSight DXP

Iron Mountain InSight DXP provides customers with a scalable, end-to-end platform that automates manual processes using AI technologies, enables audit-ready compliance, and makes information accessible and useful. Users benefit from comprehensive digital and physical content management, intelligent document processing, workflow automation, and information governance capabilities that seamlessly integrate into your existing environment to support your digital transformation initiatives.

Learn More

Read about more digital transformation case studies and business process automation, or book a no obligation demo here.