Customer Success Stories

Environment Agency

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Industry

Public Sector

Challenge

Save money and get better visibility of paper archives

Solution

Consolidate records from 18 different agencies

Value

Standardised approach to records management
Greater transparency and accountability
Storage costs reduced by nearly a third

Complex Archiving Estate

Established in 1996 to help protect and improve the environment, the Environment Agency (EA) is an executive non-departmental public body. Employing around 10,600 people in offices throughout England, its responsibilities include regulating major industry and waste, conservation and ecology, flood defence, water quality and resource, and the treatment of contaminated land.

Maps, flood risk assessments, and business use permits for regulated industries are among specialist EA paper records. HR files, finance records and legal papers add to the tide. For regulatory and legal compliance, as well as good business practice, much of this needs to be retained. Archive files had traditionally been stored off-site under a range of different agreements.

“We had seven regional contracts with different suppliers plus eleven local agreements,” explains Hazel Callaghan, facilities contract support officer.

Dedicated Project Team

Iron Mountain® appointed an on-boarding team to work with the EA and help develop a transition plan to consolidate 36,700 boxes of records. This team went on to manage the project interface with existing storage suppliers and engage in regular reviews.

Records management advisor, Simon Ayre, takes up the story: “Consolidating our off-site storage with a single supplier helps us standardise our processes. It also provided the opportunity to improve stored items’ metadata and weed out unnecessary inventory.”

An early challenge was to standardise inventory metadata fields. Once agreed, amends were made to the Iron Mountain Connect™ online records management portal. “For example, we could modify the names of template record fields to make them more understandable for our people,” says Simon Ayre.

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Environment Agency
“The scale of the project has been vast, with multiple challenges, but Iron Mountain remained engaged and flexible throughout the whole process.”

Simon Ayre

Records Management Advisor Environment Agency
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