Document Management Solutions for Federal Agencies
For more than 60 years, the federal government has turned to Iron Mountain for paper records storage services. By combining paper files, digital information, and hybrid files into a single, seamless information management strategy, Iron Mountain delivers improved access, regulatory compliance, security, and budget efficiencies.
Our team recognizes that every agency has specific organizational needs and mission requirements. We are equipped with expertise from past performances to customize document management programs that fit each unique situation.
Effective document management dramatically reduces information overload. Iron Mountain helps you solve the challenges of organizing vast amounts of information and handling information exchange among departments and agencies for improved efficiency with greater productivity. Our services free up your valuable resources, while keeping information accessible and usable for those who need to act on it.
Access
Iron Mountain increases visibility and access to government information, regardless of format or location. Iron Mountain Accutrac® software, integrates with existing content management systems to provide consistent federal records tracking, classification, indexing, retention, hold and disposition management.
Our solutions increase information access by providing:
- Support for compliance with the Open Government Directive, FOIA requests, and privacy initiatives
- Accurate information indexing with intelligent scanning (Backfile, On-Demand, and Day Forward Imaging) and tracking through bar code and metadata
- Integration with government enterprise solutions such as IBM® InfoSphere™
- Better organization and productivity
- Easy collaboration across agencies with document sharing
- Increased transparency with self-serve public records access
- Open lines of communication with government officials for the general public
When information is needed, we allow appropriate government personnel to choose the preferred delivery format, including the return of hardcopy documents; faxing and/or imaging with delivery by secure email; secure File Transfer Protocol (FTP) for ingestion into your document management system, or delivery to our own hosted Digital Record Center® for Images for Internet-based access.
Efficiency
Iron Mountain developed the following cost-effective and efficient routes for federal agencies to maximize digital access to physical information:
Backfile Document Imaging: For federal records that are accessed frequently, Iron Mountain provides a fast, efficient process for bulk conversion into electronic format. Once digitized, the federal records are accessible centrally, and less expensive for the government to store.
On-Demand Imaging: For paper-based federal records that are rarely accessed, Iron Mountain stores the documents until they are needed. Once requested, Iron Mountain retrieves, scans, and makes the records available for rapid access.
All records that are not requested remain in their physical format, providing the government substantial cost savings.
Day Forward Imaging: For the creation of all future federal records, Iron Mountain establishes a convenient, cost-effective conversion process that integrates smoothly with existing agency processes and supports federal records retention schedules.
Ease of Procurement with GSA
Did you know that Iron Mountain services are authorized for federal government procurement? We are on the General Services Administration (GSA) Schedule 36: #GS-25F-0066M, Schedule 70: #GS-35F-0526U, Logistics Worldwide (Logworld): #GS-10F-0022X, and NAVSEA's SeaPort-e Program: #N00178-10-D-6116.