Converting your paper-based records into electronic documents can yield
tremendous benefits: reducing physical records storage requirements, streamlining
access and distribution of information across your organization, and
reducing records management costs.
But there are many pitfalls that can undermine the effectiveness of an imaging
solution. Relying on Iron Mountain's expertise, you can implement a new
document conversion program — or redesign your current program — confident
of achieving your goals without the capital investment, long lead times and
uncertain outcomes of an in-house solution.
An Iron Mountain solution allows you to:
- Support electronic processes
- Reduce storage costs
- Enable faster search and retrieval
- Provide anytime, anywhere access to documents
- Ensure scalability and reliability
- Deploy new capabilities with minimal capital outlay
An Intelligent Approach To Scanning
Scanning 100 percent of your documents may not provide the most cost-effective solution for your situation. Iron Mountain solutions provide intelligent scanning, based on the access requirements for different types of documents.
Frequently accessed documents or document elements — such as the customized coverage page of an insurance policy — are always scanned. Documents that are rarely accessed are not scanned until they are actually requested; they are then quickly delivered through our Image On Demand™ service. A well-designed, selective scanning program can yield dramatic reductions in conversion costs while meeting document access requirements.
Features At A Glance
- Intelligent scanning: scan only what you need, when you need it
- Desktop solutions easily integrate with your current paper workflow
- A seamless interface with your in-house Electronic Document Management (EDM) system or Iron Mountain-hosted image archive
- Ensure best practices for document security, access, and compliance
- Rapid implementation with little or no capital investment
- Services available onsite or offsite
- Iron Mountain can perform document conversion or manage the conversion process
If you have a backlog of paper records that are costly to store and manage, Iron Mountain can help you establish a fast, efficient process and perform bulk conversion of those records to electronic form. Backfile conversion reduces or eliminates on-site physical records storage and makes records easier to search, access and distribute.
Proprietary web-based tools provide an efficient way to identify unneeded records so they can be safely purged, without requiring your staff to physically examine the contents of every box.
While many types of records are initially created on paper, companies often want to quickly convert them to electronic form to support electronic workflow processes. Iron Mountain experts can help you establish a conversion process that integrates smoothly with your existing business processes. We can handle document conversion as an in-house or outsourced solution.
Image on Demand
Image on Demand provides a cost-effective conversion solution for paper-based documents that have low retrieval needs. Rather than scanning all documents, which can be costly — and is often unnecessary — you can outsource a complete document library to Iron Mountain, with users only requesting specific documents “on demand”, as needed. Those documents are quickly retrieved, scanned and made available within hours. This “pay as you go” service minimizes costs by only digitizing requested documents.
Desktop Document Capture
Tools for desktop document capture allow you to efficiently
image documents from widely distributed locations and
make them available for retrieval by your end users.
Documents are indexed and bar-coded by those who know
them best — your knowledge workers — as part of standard
workflow processes. Documents are then locally converted
to image using a scanner, photo copier, or fax and sent to
an Iron Mountain server and made available for search and
retrieval. The document capture process stays under your
control, with the documents kept in-house while they are
X-ray on Demand
X-ray on Demand (XOD) is a digitization service for
healthcare organizations storing radiology films with
Iron Mountain. When a specific X-ray study is requested,
Iron Mountain retrieves, digitizes, and converts the film to
a DICOM (Digital Imaging and Communications in Medicine)
format. It is then indexed, encrypted for security, and sent
to the customer's Picture Archiving and Communications
Systems (PACS) or an Iron Mountain hosted PACS archive
for immediate viewing, downloading, or printing.
X-ray Backfile Scanning
We can also plan and manage a high-volume, backfile
scanning project to digitize your library of x-ray films.