Transform your consulate process - go paperless!

Solution Guides

With Iron Mountain, you can quickly and confidently make decisions about your legacy files to enable more compliant and efficient records management.

23 March 20236 mins
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Identify | Digitise | Store | Automate

Iron Mountain Paperless Consulate solution is a comprehensive suite of services streamlining your consulates processes, transforming customer experience while achieving compliance.

Paper and manual processes are slowing you down

Consulates typically cover a range of civil registration services supporting citizens living abroad. Similarly to other public offices, consulates are having to deal with legacy documentation typically handwritten and stored in physical registers, which over time has caused physical archives to grow exponentially, making it difficult to find information easily. The recent Covid-19 pandemic added enormous pressure to public offices and consulates to remotely issue, renew and verify citizen documents.

Large physical archives are presenting privacy and security concerns, due to the impossibility to easily apply data retention policies in real time on large volumes of critical documents. This is exposing consulates to potential data breaches and fines. In addition, the high volume of requests for copies of records, cases and dispatches, along with reliance on manual, in-person processes have resulted in long wait times, and in some cases, disruption in services with consequent dissatisfied citizens.

Securely Digitise and Effectively manage citizens records

Iron Mountain, a trusted partner with over 70 years heritage and experience in document information management can help you solve those challenges and tap into the Recovery and Resilience Facility initiative created by the European Union to achieve your digital transformation strategy.

Our scalable solutions help you manage the entire information lifecycle enabling operational efficiency with a proven chain of custody, and at a reduced cost, while optimising on-site archiving space. From the assessment of physical records, to scanning of physical documents and consolidation into a digital storage, our rigorous document handling processes ensures transparency of where your physical and digital assets are at all times as well as the right to access information anytime, anywhere which enables enhanced staff productivity, citizen experience and compliance.

What you Gain

  • Tap into the European Union (EU) Recovery and Resilience Facility initiative to accelerate your digital transformation.
  • Meet EU digitisation guidelines.
  • Consolidate your Real Estate.
  • Improve citizen customer experience and satisfaction.
  • Implement a full chain of custody across the entire information management process so all activity is auditable and traceable.
  • Secure and manage content with the ability to adapt to future needs.
  • Improve the accuracy for citizen certificates, including handwritten documents as well as accelerate consulates services (e.g., passport application, emergency travel documentation, etc.).

End-to-end service options:

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