Support remote, hybrid workforces
Although 61.9% of companies are planning more remote work now and in the years to come, hybrid and remote workforces struggle to access documents quickly and securely.1
Document Scanning & Digital Storage
Transform into a digital workplace and centralise your information with document imaging
Contact SalesDigitisation
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 Singapore, 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 secure, scalable cloud platform, we help you find what you need when you need it most. We can help you prioritise and achieve your workplace digital transformation goals through a series of Backfile Conversion and Day Forward Scanning programs. 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.
Support remote, hybrid workforces
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?
What about in storage space and equipment?
Any savings in related resources like personnel, business insurance or utilities?
Downsize real estate
Half of global companies plan to cut office space by 2026, with most expecting to cut their space by 10–20%.3
Downsize real estate
Customers report reduced storage costs of $211K over 3 years.2
Aid in compliance
94% of annual compliance costs come from the labour-intensity of document and data management.4
Aid in compliance
Customers report better security and compliance processes, reducing time spent on auditing work by 25%.2
Consolidate systems
Most content systems (74%) are not connected to other lines of business.5
Consolidate systems
Customers report a 55% efficiency lift related to cataloguing and understanding documents and information.2
Free up resources
Office workers spend between 7.6 and 12.5 hours per week searching for information.6
Free up resources
Customers report 40% faster time to documents and information and increased efficiency with $3.1M in savings over 3 years.2
Support environmental, social, and governance (ESG) initiatives
According to the U.S Environmental Protection Agency (EPA), global paper consumption has quadrupled in the past 40 years.7
Support environmental, social, and governance (ESG) initiatives
As physical information gets digitised and stored in InSight DXP, our Secure Shredding program is an option for paper disposition. The offering recycles all collected paper while ensuring compliance with federal, state and industry regulations.
Sources:
1 Squaretalk
2 Iron Mountain
3 CNN
4 National Bureau of Economic Research
5 Forbes
6 United States Environmental Protection Agency
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:
- 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
Digitise, share, and collaborate with Iron Mountain InSight solutions
Unite your physical and digital information in Iron Mountain InSight® Digital Experience Platform (DXP). InSight DXP grows with your business, offering a comprehensive platform enabling you to expand your capabilities as your requirements change, including the ability to increase digital storage, number of users, and functionality, such as workflow automation.
Industry examples
Iron Mountain offers solutions for multiple industries, including but not limited to:
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
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 Singapore, 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:
Additional related services
InSight Intelligent Document Processing
Digitise, store, automate, and unlock the power of your data through the power of automation
Smart Sort
Efficiently unmingle your commingled files—all without a complex, labour-intensive discovery project
Digital Mailroom
Streamline mail operations and connect data digitally across organisational silos
Related resources
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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:
- Your physical documents are returned to you
- Your physical documents are stored in an Iron Mountain offsite storage centre
- Your physical documents are securely shredded
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.
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