Secure document scanning services
Digitally transform your business and centralise your information
Contact Iron MountainDigitisation
The Iron Mountain solution: Secure document scanning service
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, we help you find what you need when you need it most. With Iron Mountain’s secure document scanning services, you’ll be able to centrally access your information, free up valuable workspace, and make handling of your information and its usage much easier.
Iron Mountain scan and store solution
Digitisation services
At Iron Mountain, 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:
Today, organisations need to prepare for a scalable digital future, but much of their important, usable data is still locked up in paper documents that are difficult for employees to access or use. Scanning combined with secure, digital storage helps our customers:
Backfile conversion
Our experts will help you establish a fast, efficient process for the strategic conversion of your paper records and documents to a digital format. This increases access and reduces storage costs.
Backfile conversion can help you:
- Extract sensitive 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 at the same time might not 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.
Day forward scanning
Stop perpetuating paper in your workplace. Start your digital transformation – scan, index, and convert your paper documents to digital format when they are produced or received in the normal course of business. Processing original paper documents slows down your business and inherently increases privacy, security, and compliance risks. Our experts will help you cut paper files off at the pass.
We will work with you to identify the points at which physical records enter your department or organisation and establish a program that prevents original documents from entering your workplace. 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 achieve it.
Learn more about how our Digital Mail solution helps customers say goodbye to paper mail.
Day forward scanning can help you:
- Remove paper from your workplace
- Implement business process automation
- Increase the efficiency of your content management systems
On-call digitisation
Use Iron Mountain Records Management Portal to select the document you would like to have scanned 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.
Why Iron Mountain?
- Get fast, digital access to your documents
- Benefit from our highly secure personnel, processes and facilities
- Trust our 20+ years of experience in scanning, indexing, and classification
Digital Mail
Eliminate paper files at your front door with Iron Mountain Digital Mail service. Iron Mountain scans and performs indexing in a secure facility to meet your document conversion requirements. Once your mail is in digital format, you can securely store, search, and access it in our Content Services Platform, Iron Mountain InSight®.
During the scanning 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 rules ensure the mail is being viewed by the correct people. Your team will have web and mobile access to your scanned images, 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 meet compliance requirements for processes you have in place.
With the Digital Mail 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 for employees
- Manage predictable costs through our subscription service
- 84%Of organisations achieve payback in under 18 months
- 40%Of 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
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 organisation’s return on (digital) investment.
Monetary impact
How long did it take for digitisation to impact your bottom line?
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?
Employee workflow
How many employee hours are you saving due to improved workflows?
Employee workflow
- How much faster can you find information?
- Has collaboration across offices improved?
- How much more productive or efficient are business processes?
Compliance
How much time and labor are you saving by making compliance easier?
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?
How is digitisation affecting customer satisfaction and retention?
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?
How document scanning and digital storage work
We manage the entire document scanning and storage process, from collection to secure long-term management. Our team collects your physical records from your site, prepares them for scanning, and digitises them using high-quality imaging services. We apply quality checks and indexing to ensure every file is accurate and easy to locate.
Once we complete the scanning process, we store the digital documents securely in our cloud platform. You can access, search, and manage your information through role-based permissions and detailed reporting dashboards. If needed, we store or securely destroy the original paper documents according to your compliance requirements — giving you a complete end-to-end service provider solution.
Take a closer look at how you can get better visibility into your information, and learn more about transforming how you access your data.
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
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