Iron Mountain document scanning and digital storage services

Document scanning and digital storage

Digitally transform your business and centralise your information

Secure, collaborative access to your information

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.

Through a combination of Iron Mountain’s document scanning expertise, infrastructure and a modern, secure cloud storage repository, Iron Mountain Document Scanning and Digital Storage services enable you to take the first step on your digital transformation journey. We can help you prioritise and achieve your 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.

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.

Digitisation concerns

If you want leadership to invest in digitisation, you have to provide measurable proof of the value of your efforts. Scroll over each card and learn what to ask to calculate your organization’s return on (digital) investment.

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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 dollars
  • 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 solution

DIGITISE | STORE | AUTOMATE | UNLOCK 

Digital Transformation
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Features and benefits

With Document Scanning & Digital Storage services you’ll be able to:

  • 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 authorized 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 Scanning & Digital Storage Servicesmountain ranges

Digital Records Storage

Secure Storage, Instant Access

The Digital Records Centre is an electronic repository 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.

Digitise your workplace office with The Digital Records Centre and you can:

  • Quickly, and easily store, locate search for and share documents.
  • Control access so only authorised users can see and access your information.
  • Save time and cut costs by eliminating manual paper processes.

It's time to go digital

Our experts will help you establish a fast, efficient process for the strategic conversion or your paper records and documents to a digital format. This increases access and reduces storage costs. Backfile Conversion can help you:

  • Extract valuable data and insights from your legacy records and documents to make better business decisions
  • Have electronic access to your vital records without subjecting the original to wear and tear or loss
  • Centralise your information in an electronic repository of your own or our Digital Record Centre, where it can be easily and securely shared.
  • 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, we can help you prioritise and achieve your goals by segmenting it into a series of backfile conversion projects or by establishing Day Forward Scanning and Image on Demand programs.

Increase efficiency with document digitisation

Our team will work with you to create a document imaging solution designed to achieve your short-and long-term objectives. Based on your needs and expectations our experts will recommend ways to increase efficiency by managing your information digitally.

Digitising physical documents with our document imaging services will optimise your business applications and better leverage your technology investments. Fast, secure access positions you to meet compliance objectives and other business obligations.

Image On Demand With Cloud Storage

Use Iron Mountain RS-Web, 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.

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