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Document Scanning & Digital Storage

Transform into a digital workplace and centralise your information with document imaging

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Digitise your documents for seamless collaborations

When you live in a hybrid world of paper and electronic information without a unified view of your information, you and your employees spend precious time searching for what you need. When you do find the information you need, if it’s in paper format, you still can’t easily access or quickly share with others, especially your remote workforce.

As digital workplaces and hybrid work arrangements become the norm in Malaysia, having remote access to documents is crucial for improving workflows and business efficiency. This is where Iron Mountain’s document digitisation services can help.

Through a combination of Iron Mountain’s document scanning expertise, infrastructure, and a modern, secure cloud storage repository, we help you find what you need when you need it most. We can help you prioritise and achieve your workplace digital transformation goal through our Document Scanning and Digital Storage services. You can even have your inbound physical mail redirected to our secure facilities, and our team of experts will receive, open and scan your mail. All digital documents will be securely stored in our Digital Records Centre, where authorised users can find and share relevant scanned files anytime, anywhere.

Your scanning will be done by the provider that you already trust with your paper documents and can help you manage the entire information lifecycle for both physical and digital information. You’ll be able to centrally access your information, free up valuable workspace and make handling of your information & its usage much easier.

Iron Mountain scan and store solution

Digitisation considerations

From paper to digital: measuring ROI to gain leadership buy-in

While the benefits of digital transformation are numerous, convincing leadership to invest in workplace digitisation is a common challenge. This is where the importance of showing measurable proof of return on digital investment comes in. Demonstrating tangible benefits, such as increased productivity, improved customer experience, and reduced costs, can help you make a compelling case for investing in technology and processes such as document imaging and secure cloud storage, and gain buy-in from stakeholders across the organisation.

Here are 4 questions you should ask to calculate your organisation’s ROI on workplace digitisation. Scroll over each box to learn more.



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Monetary impact

How long did it take for digitisation to impact your bottom line?

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Monetary impact

What did you save on paper and printing?

What about in storage space and equipment?

Any savings in related resources like personnel, business insurance or utilities?
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Employee workflow

How many employee hours are you saving due to improved workflows?

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Employee workflow

How much faster can you find information?

Has collaboration across offices improved?

How much more productive or efficient are business processes?
 
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Compliance

How much time and labor are you saving by making compliance easier?
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Compliance

How much more accurately can you provide information for audits?

How much faster can you find information to satisfy or avoid audits?

Has there been a reduction in fines?
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How is digitisation affecting customer satisfaction and retention?

How is digitisation affecting customer satisfaction and retention?
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How is digitisation affecting customer satisfaction and retention?

How much faster are you responding to customer requests?

Are you seeing a reduction in errors or wasted time in serving customers?

Is it easier to meet and exceed expectations?
 
  • 84%
    Of organisations achieve payback in under 18 months
  • 40%
    Employees can spend nearly half of their day looking for paper files
  • £1M+
    Non-compliance fines can reach millions of pounds
  • 56%
    Of organisations still rely on paper-based contracts and orders

How document scanning and digital storage works

You can count on Iron Mountain scanning experts who have the experience, processes and infrastructure to scan, index and ensure quality control to meet your requirements. See below for a closer look at how you can get better visibility into your information:


Read the solution brief

How document scanning and digital storage works

Digital Mailroom solution

Eliminate paper at your front door with Iron Mountain Digital Mailroom service. Iron Mountain scans, indexes and ensures quality control to meet your document conversion requirements. Once your mail is digitised, you can securely store, search and access it in our Content Services Platform, Iron Mountain InSight®.

During the digitisation process, metadata is extracted, making it easy and efficient to search and find critical information. We will work with you to streamline your mail distribution to individual or group digital mailboxes. User roles combined with metadata access rules ensure the mail is being viewed by the correct people. Your team will have web and mobile access to your digitised mail, ensuring timely access for remote workers. Collaboration is easy with versioning and commentary options. Need to see who or what actions were taken on a document? Audit tracking functionality helps ensure compliance to processes you have in place.

With Digital Mailroom solution, you’ll be able to:

  • Easily and quickly search your mail from one central, secure location.
  • Improve collaboration with approval workflow capabilities
  • Enable remote access to employees
  • Manage predictable costs through our subscription service.

Get the Digital Mailroom solution brief

Information Management and Content Services Solutions

Digitise | Store | Automate | Unlock

As an industry leader in digitisation, storage, and automation, we’ll help you bridge the gap between physical and digital information:

  • Automate your document-centric processes
  • Put your data to work so you can make informed business decisions
  • Digitise physical documents
  • Centralise already digitised content and rich media

Read more
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Features and benefits

  • Free up space - Leverage Iron Mountain scanning experts, processes and infrastructure to convert physical documents taking up valuable space to digital.
  • Securely protect your information - Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys. Role-based permissions enable authorised users to access only the information that they need.
  • Centralise access* - You can ingest documents from other locations, such as other cloud repositories, enterprise content management systems (ECMs) and file shares, to centrally store scanned and digitally born documents for enhanced visibility, connection and access.
  • Quickly search* - Using optical character recognition (OCR) technology, the contents of your documents will be completely searchable by text or index, available for many file types and in 50+ languages

*available through storage in Iron Mountain InSight®


Get in touch with us to learn more

Document & file scanning services near me

At Iron Mountain Malaysia, we offer document scanning services that move your organisation forward.

Whether you need a same-day scanning service or bulk scanning of thousands of archived and active files, Iron Mountain can help you transition to a digital workplace and future-proof your business. Here are some of the more specialised services that Iron Mountain offers:

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Image On Demand

Access Files Easily With on-demand Document Scanning Services on-call Digitisation

Tired of flipping through stacks of paper documents to find the file you need, or waiting days or weeks to receive your physical or digital documents? Iron Mountain Malaysia’s on-demand document scanning service provides quick and reliable access to your important documents when you need them.

In today's fast-paced business environment, time is of the essence. Our on-demand file scanning service is designed to provide you with timely and flexible access to the documents you need, when you need it, from wherever you are. With on-demand document digitisation, you no longer have to wait for physical files to be delivered to you or manage physical documents that take up valuable office space. Get remote access to key physical documents you have stored with us within hours.

How on-demand File Scanning Service Works

Requesting for your documents to be digitised and delivered to you is a simple and secure process.

Use Iron Mountain Connect, our web-based customer hub, to select the document you would like to have imaged from among the physical records and documents that you have stored with us.

Our team then carefully retrieves, prepares, and scans the document. After scanning, we return the document to its original storage location. We provide you with secure, easy access to the digital document. This pay-as-you-go service minimises costs by allowing you to image only the paper files that you need.

Protocols for ensuring the highest level of Data Transmission Security

Digital files provided are implemented using Secure Socket Layer (SSL), a protocol for transmitting documents via the Internet using encryption technology. This ensures an extremely high level of data transmission security through 1024-bit encryption technology. As information is transferred between the server and the Web clients, all data is encrypted. The solution uses server-side certificates to encrypt the data using SSL for the Web application. Any Internet traffic that lands on the clear text site using Hypertext Transfer Protocol (HTTP) will be redirected to the secure port for Hypertext Transfer Protocol Secure (HTTPS). When using Web services integration, a two-way authentication is employed using both client-and server-side certificates. All unauthorised requests are rejected. If a customer uses FTP (file transfer protocol) for ingesting assets/documents, access is provided through a secure FTP channel that assigns each customer a unique username and password. All data is securely and separately stored.

Records Retrieval Made Easy With Online Document Repositories

Tired of sifting through piles of documents to find the information you need? Looking to streamline your record-retrieval processes and improve efficiency? You are not alone. Traditional paper-based file storage methods can be time-consuming and prone to errors. But thankfully, online document repositories and digital document management systems are available. By providing secure digital file storage and advanced document management systems, Iron Mountain makes it easy to retrieve and manage your records securely and efficiently, improving productivity.

Iron Mountain’s Digital Records Centre is an online document repository and electronic document management system where you can securely store, find and share the digital files that Iron Mountain has created from paper or other media formats or original digital documents. Authorised users can search for, retrieve and share the information they need 24/7, from any location and on any device.

How Iron Mountain’s Digital Records Centre Works

When documents are scanned, be it through the day forward scanning or backfile conversion process, the digital files will need to be stored in a secure place that is also easily accessible to authorised individuals.

At Iron Mountain, our experts will first scan the documents and check for quality assurance. All digital records are then processed and indexed using optical character recognition (OCR) technology to minimise human error, before becoming available in the Digital Records Centre. This allows the digital files to be easily searched by text or index. Authorised users can now easily find, access, and share the information they need in the repository anywhere, anytime, improving workplace productivity and enhancing collaboration.

Features & benefits of Iron Mountain Digital Records Centre®

Save cost & space

By leveraging Iron Mountain scanning experts, processes and infrastructure to digitise your documents, you can save on storage costs, free up space for revenue-generating activities, and have the flexibility to scale your document repository whenever you need to.

Securely protect your information

Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys. Role-based permissions enable authorised users to access only the information that they need.

Centralise access*

You can ingest documents from other locations, such as other cloud repositories, enterprise content management systems (ECMs) and file shares, to centrally store scanned and digitally born documents for enhanced visibility, connection and access.

Quickly Search*

Using optical character recognition (OCR) technology, the contents of your documents will be completely searchable by text or index, available for a variety of file types and in 50+ languages.

Stop perpetuating paper in your workplace. Processing paper documents slows down your business and inherently increases privacy, security and compliance risks. Our experts will help you cut paper off at the pass. Kickstart your digital workplace transformation today with Iron Mountain Malaysia’s day forward scanning.

What is Day Forward Scanning?

Day forward scanning is a document scanning process that involves digitising incoming paper documents as they are produced or received in the normal course of business. This includes the imaging and indexing of documents such as invoices, receipts, purchase orders, mail, and other important business documents.

Benefits of Day Forward Scanning and Document Imaging  

Day forward scanning plays a key role as organisations transition to a digital workplace. By using Iron Mountain Malaysia’s day forward scanning service, you can enjoy the following benefits to help you transition to a digital workplace:

  • Increased efficiency: Digitised documents can be accessed easily and quickly, saving time spent on searching for physical documents and increasing the efficiency of your content management system.
  • Leverage automation: With all documents in digital format and located in one place, it is easier to implement business process automation to speed up workflows and productivity.
  • Reduced paper clutter: By reducing the volume of physical documents in your office, you can save space, reduce clutter, and lower your carbon footprint.
  • Improved data accuracy: With digital documents, you can avoid errors caused by manual data entry and ensure that your data is accurate and up-to-date.

How does Iron Mountain's Day Forward Scanning work?

Iron Mountain’s scanning experts will work with you to identify the points at which paper enters your department or organisation, and establish a program that prevents paper documents from entering your workplace.

Once you choose a launch date, all paper documents will be rerouted to an Iron Mountain facility. With the help of high-quality scanners and software, our experts will scan and index your documents as they arrive accurately and quickly. The digital documents will then be securely stored in our Digital Records Centre where you can easily and immediately access and manage them.

Iron Mountain day forward scanning process: Physical documents are transported to Iron Mountain scanning centres, scanned and indexed, then uploaded to a secure cloud storage accessible remotely through Iron Mountain Connect.

Whether your goal is big – stopping the flow of inbound paper mail to your entire organisation, or small – removing paper from a single workflow or department, we can help you realise your goal.

Iron Mountain Day Forward Scanning Case Studies

Background

Leading insurance provider Achmea wanted to accelerate its transition to digital records, to reflect changes in customer behaviours. Top priorities were to safeguard confidential data in compliance with legal and industry requirements, while reducing a vast physical archive and making information more accessible to customers and staff.

Results

A strategic partnership with Iron Mountain is supporting Achmea on its digital journey. The insurance company digital transformation resulted in reducing physical archives, cutting costs and increasing efficiency. With information more readily available, Achmea can serve customers more effectively: securely, compliantly and sustainably.

“To carry out our core activity, we need customer data to be available, secure and legally compliant. Iron Mountain expertise and resources are essential to achieving that.”

Eric Van Der Heiden, Manager Content and Output Services, Achmea

Read the Achmea Case Study: Insurance Company Digital Transformation

Backfile conversion: the key to unlock your document archives

Tired of spending precious time sifting through endless stacks of paper documents? Losing out on opportunities and missing deadlines due to delayed access to critical information? Backfile conversion can help.

What is Backfile Conversion?

Backfile conversion is the process of converting paper documents into digital formats through document scanning and imaging. These digital files will then be indexed and stored in a central digital repository, where authorised users can search for and access important information in a timely manner. With backfile conversion, you are no longer bound by the limitations of physical records and can enjoy the improved accessibility, efficiency, and security of your enhanced document management system.

Benefits of backfile conversion & document scanning

Here are the key advantages of scanning your physical documents into digital formats:

  • Improved Efficiency: The ability to quickly search for and access the information you need will improve efficiency and productivity.
  • Reduced Costs: Digitising your documents lowers your storage costs, frees up space for revenue-generating activities, and eliminates the need for physical record management.
  • Enhanced Security: Digital records can be password-protected, encrypted, and stored in secure locations, making them less susceptible to loss or damage due to natural disasters or other unexpected events.
  • Improved Accessibility: With digital records, you can access information from anywhere, at any time, with just an internet connection. This can help facilitate remote work and collaboration between team members, even if they are not in the same physical location.
  • Easier Document Management: Digital records can be easily organised and managed using document management software, allowing for efficient workflows and easy collaboration between team members.
  • Enhanced insights: With information centralised in a digital repository, you can extract valuable data and insights from your legacy records and documents to make better business decisions.

Converting all of your legacy paper records to digital files doesn’t make financial sense and can be a daunting task. Instead of doing all your scanning at once, experts from Iron Mountain Malaysia can help you set up a fast efficient process for the strategic conversion of your paper records and documents to a digital format by segmenting it into a series of backfile conversion projects or by establishing Day Forward Scanning and Image on Demand programs.

Frequently asked questions about document scanning services

What happens to the physical documents and files after they are digitised?

You can choose to take any of these actions after your physical documents are scanned and digitised:

What types of documents can be scanned and digitised?

Iron Mountain’s scanning centres support various types of scanning, including large format scanning, and is able to scan most types of documents, including:

  • Multiple formats between 4A0 to A10
  • Large format documents up to 60 inches wide
  • Bound books
  • Archival records
  • Employee Files or P-Files
  • Microfilm (Roll Film, Microfiche sheets and Aperture Cards
  • X-Rays (Medical, Dental, and Industrial X-Rays)
  • Various types of Colored, Black and White, Single and Double Sided documents
Is it possible to have documents scanned onsite at our location?

Iron Mountain's onsite scanning services are available on a case-to-case basis, depending on the volume of documents to be digitised and the regulatory compliance surrounding the management of sensitive information.

What security measures are in place to protect the confidentiality of the documents?

At Iron Mountain, data security and confidentiality is our top priority. Our dedicated vehicles securely transports your documents with patented security, tracking, and auditable chain of custody. Physical documents are then carefully handled by our trained professionals. Upon document digitisation, all electronic information is encrypted at rest and during transmission across a secure network with access restricted by encryption keys. Once the digital documents are available in our secure cloud storage, you may authorise selected users to access only the information they need. The physical documents will then be returned to you, securely shredded, or safely stored in our offsite storage centres, depending on your preference.

How is the quality of the scanned documents ensured?

All scanned documents undergo a strict quality assurance check where Iron Mountain scans, indexes and ensures quality control to meet your document conversion requirements through a statistical check or a 100% check depending on your requirements. Leveraging optical character recognition (OCR) technology, the contents of your documents are completely searchable by text or index, available to you in PDF, TIFF and Office Documents.

We make it easy to get started.

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Why work with Iron Mountain?

Why Iron Mountain?

  • We are able to link your physical and electronic records and information, wherever they reside.
  • You will benefit from our highly secure personnel, processes and facilities.
  • We have 20+ years of experience in scanning, indexing and classification.
  • Our breadth of services means you deal with fewer vendors.

Learn more

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