State of Florida ILM Contract Solutions

For organizations with a high volume of different types/formats of information (structured, unstructured, paper, digital), Iron Mountain Insight^® Intelligent Document Processing (IDP) provides a sophisticated, low-code solution for digitizing, processing, classifying, managing, and extracting your organizational documents and data. Iron Mountain InSight IDP includes features that support an extended variety of document types, complex machine learning models for data extraction, and capabilities for integrating with your existing digital repositories.

Digitally transform your organization with advanced document imaging. Our digitization services convert paper records, microfilm, large format documents, and more into an electronic record, ensuring everything you need is stored securely while making file retrieval quick and easy.

Through this contract, organizations have access to:

• Backfile Conversion: Take control of your legacy records via bulk conversion to eliminate on-site physical record storage and make records easier to search, access, distribute and retain per policies.
• Day-forward Conversion: Government workflows still rely heavily on paper. Our experts can help you establish a day-forward conversion program that integrates smoothly into existing processes.
• Digital Mailroom: Paper-based correspondence will always exist in government, but our digital mailroom solution stops paper at your door. Streamline mail operations to drive operational efficiencies, improve employee productivity, and create completely digital workflows even for remote teams.

Our destruction services go beyond shredding to provide data sanitization and IT asset destruction services. Our Teraware data erasure software surpasses NIST 800-88 standards, while asset disposition services guarantees that end-of-use IT assets are disposed of with a secure, sustainable manner. We also provide the world’s largest network of IT asset remarketers, which can help recoup IT investment costs by reselling wiped devices or harvested components to aftermarket buyers. Consider adding data and IT asset destruction services to your existing Shred services!

Iron Mountain provides secure records management solutions that comply with all relevant government regulations and standards, including the Federal Records Act, the Privacy Act, the Freedom of Information Act and the National Archives and Records Administration (NARA),. Our secure chain of custody and state-of-the-art storage facilities are equipped with advanced security measures including 24/7 monitoring, access control systems, and fire suppression systems. We receive over 11 million retrieval requests a year in the U.S., supported by our secure transportation services available to move records from one location to another.

Let us help you make records clean-up a priority to help make defensible decisions, reduce costs, mitigate risk and streamline access to information. Our Smart Records Cleanup Suite is a collection of technology-driven solutions that simplify, sort, and structure your records inventory automatically and at scale, helping you make informed decisions about what to keep, destroy, or digitize - no matter what you’re storing, or where it’s located.

Through this contract, you have access to:

• Smart Assign - Missing record codes? Smart Assign helps automatically assign record codes according to your organization’s retention policies.
• Smart Reveal - Storing boxes full of unknown contents? Smart Reveal flips the lid to take purposeful photographs of each box to give you a high-level understanding of the contents.
• Smart Sort - Commingled files slowing you down? Smart Sort reorganizes your files according to destruction eligibility, category, association, or whatever else you may require - regardless of storage location.

Our partnership does not end at digitization. After we’ve helped you sort, unmingle, and understand your legacy records, our team of experts offers information governance services to help you better organize, manage and govern your information. Our team of experts will help you assess your information and develop an AI-readiness plan, all while increasing usability and security.

Iron Mountain operates a global fleet of data centers with tailored, sustainable, secure, carrier- and cloud-neutral colocation solutions. Our certifications include NIST 800-53, FISMA HIGH and FedRAMP Physical and Environmental (P&E) controls and Defense Cybersecurity Maturity Model Certification (CMMC). Our data centers offer SCIF suites, EMP-protected modules, and support for multiple network requirements including NIPR, SIPR, JWICS, and N-Wave.

We provide data management services to help government agencies organize and manage electronic records at scale. Our services include disaster recovery, data backup, archiving, and managed migration. We also provide secure cloud storage solutions in compliance with government security standards.

We provide on- and off-site secure shredding services to protect the privacy of your information by destroying paper records, documents, plastics, and other media in a cost-efficient, safe, compliant way. Our online tools and compliance reports cover key shredding metrics from usage to sustainability to help ensure your program is efficient and on track.