Document Scanning & Digital Storage

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 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 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.

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.

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^®