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Paper records, mountains of files amassed over decades, are blocking agencies’ IT modernization initiatives. Cleanup of legacy records can be overwhelming and resource-intensive, taking employees away from core responsibilities. It’s a big job. Don’t do it yourself. See what factors are important when selecting a partner to help with your digitization projects.
Agencies moving toward digitalisation and data accessibility can get bogged down when:
It’s a big job. Don’t do it yourself. Experience has shown that agencies are well-served by outsourcing this function to a reliable third party. A capable partner will provide the expertise and technology needed to deliver project success.
Access on-demand. Record requests often must be fulfilled within hours. And rigorous chain-of-custody procedures and safeguards protect against data breaches or loss when moving files.
Data type. If you have sensitive data, the partner you choose to work with must have cleared personnel on staff to manage those documents.
Ongoing Intelligent Document Processing (IDP). Look for a partner who offers IDP services, not just a legacy scanning process, a capability that pays off when an agency needs immediate access to a critical file.
A controlled environment. Storage conditions are critical to the preservation of files, especially for long-term storage. Round-the-clock monitoring and physical safety measures keep records safe. Know the protocols and physical features of a potential partner storage facility, including the distance between files and the floor.
Single source. Having one vendor that can do it all—IDP, storing, destroying, and retrieving—streamlines the process of cleaning up files. Improving file management will enable your agency to retrieve the right document at the right time.
It all starts with a conversation. Connect with our team to have a discussion on how to streamline your legacy records cleanup, and how Iron Mountain Government Solutions can serve as your outsourced partner of choice. Contact us at www.ironmountain.comVänd dig till Iron Mountain, en säker och pålitlig samarbetspartner inom den offentliga sektorn
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