Monday, July 3, 2017

I Am Paying This to Store That?

by John Trimble

You know those movies where the lovable but shambolic hero of the movie throws a messy stack of receipts on his nerdy accountant’s desk assuming a favorable income tax filing will magically emerge?

Oh, Hollywood…

Life ain’t like that. But what if it was?

Close your eyes and imagine all the boxes your company is storing at Iron Mountain, anywhere actually, even your own filing rooms and consider; of all those boxes, how many do you really need to have in storage?

Take away boxes that are past their retention level, take away boxes that should never have been there in the first place, even take away boxes with permanent retention. Now imagine how that slashes your monthly storage bill. How it frees up space.

Now imagine that you are the lovable but shambolic hero of this Corporate Movie and IOS is the Magical Accountant. IOS will go thru your boxes and create enough information for you to have us put the boxes in one of three categories: shred, store or scan.

Shred – paying to keep information longer than legally required is both a waste of money and an unnecessary legal exposure. Once identified they gotta go.

Store – a lot will still make sense to continue storing as long as you know when you can destroy. While you are at it also store them someplace with a less expensive approach.

Scan – if it is permanent or extremely long term retention just have IOS scan it. Why pay to store them forever?

I get it. You’re thinking that you would have done this years ago, if you just had the bodies to go thru all your boxes and create a report showing what you actually had so you could make the informed decision to shred, store or scan. But now you do.

IOS calls it Data Acquisition. But it's pronounced Hallelujah.