Flexible inventory for near-instant document retrieval helps council save significant costs
Customer Success Stories
A county council steeped in history, faced the modern challenge of managing an ever-growing archive of records across multiple inefficient sites. By partnering with Iron Mountain, they consolidated their document estate, streamlined public service workflows, and achieved significant cost savings.
The Challenge: A fragmented legacy setup
With documents distributed across mixed-use buildings not designed for long-term storage, the council struggled with:
- Inefficient Retrieval: Staff faced time-consuming searches that impacted day-to-day decision-making.
- Strained Resources: Growing record volumes placed a heavy burden on physical space and administrative oversight.
- Operational Rigidity: The lack of a scalable system hindered the council’s drive to free up property assets and modernise operations.
The Solution: Strategic consolidation and digital access
The council initiated a transformation aimed at improving accessibility and ensuring regulatory compliance through a centralised approach.
- Crown Commercial Service Contract: Utilising the UK’s largest public procurement organisation, the council secured an economical and secure seven-year agreement.
- Centralised Repository: Document storage was consolidated at the secure Kemble facility, allowing for professional inventory management.
- Iron Mountain Connect™: A web-based portal providing staff with near-instant access to retrieve and manage paper documentation.
- Proactive Estate Management: A structured program for the secure destruction of out-of-date records to reduce storage volumes over time.
In the past eight years, I don’t think I’ve ever had a complaint.
The Results: Efficiency at the touch of a button
The partnership has delivered a "flawless" service for nearly a decade, leading to a contract renewal in 2023.
- Significant Financial Savings: By avoiding the need for additional internal storage space and staffing, the council reduced its overhead.
- Enhanced Productivity: The intuitive nature of the Iron Mountain Connect™ portal has virtually eliminated user complaints and streamlined internal workflows.
- Agile Service Support: The solution proved its flexibility during major projects, such as seamlessly moving 1,000 boxes of historic records during a center refurbishment.
- Reduced Risk: Centralisation and professional validation have minimized the risk of document loss or damage.
It’s efficient, the software is good, the service is good... Iron Mountain effectively supports our requirements and has enhanced our organisational efficiency.