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Financial services
Iron Mountain's digital solutions will revolutionise and enhance the delivery of financial products, services and processes within the financial services industry.
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Unlock new opportunities for financial services
It is vital for any organisation to unlock the value of all information. But competition, increased regulation, explosive information growth and customer service expectations puts more pressure on your information management programme.
With these additional dilemmas facing financial service document management, companies need a comprehensive system designed to handle all documents at every stage of their lifecycle. From creation to deletion, your company needs solutions that streamline operations and allow each team member to complete their work without additional stressors or work.
Iron Mountain is prepared to help with the storage, protection, and management of your crucial information and assets.
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What is financial service document management?
The steady, and sometimes overwhelming, flow of information that circulates within your organisation forms the base of our business’s operations. From financial requests from every client to invoices and financial institution information to communication records, every employee in your organisation handles files in some form during their work.
Because of this, it is critical that these numerous files and records aren’t misplaced or miseused. All too often human error can change the effectiveness of these documents. When it comes to financial documents that your company relies on for production, the stakes are increasingly higher.
A document management system is the organisation and process that arranges the influx of new documents and of historical documents in order to satisfy the financial needs of the business. They are systems that streamline the creation, collection, storage and eventual deletion of documents, managing them safely and securely for your business’ benefit. When accomplished effectively, finance service document management, from cloud-based document management tools to digitised documents, can help your organisation run smoothly and effectively.
The importance of financial service document management
Customer satisfaction
Management of the document contents every customer entrusts to your business depends on security and compliance, but also the ease of access and customer experience. Without workflow automation of document management software, products and services can be held up when workflows jam and create backlogs. Your document system should reflect the efficiency, security and compliance of your company. A management process can take the weight of juggling hundreds of documents off of your employees, freeing them to deliver the quality products and services.
Compliance
With governmental regulations and internal processes constantly shifting, your company’s financial service document management system should account for compliance at every stage. Within the document lifecycle itself as well as ensuring all data, paper documents or digital files, are compliant so your company isn’t open to legal issues.
Document security
Sensitive documents and data need a document management process that gives each client and customer the assurance of protection. Personal information should be safeguarded in secure data centres with measures in place to keep every document safe from external manipulation while remaining equally accessible to certified users.
Iron Mountain’s financial service document management system
Your data management system can be streamlined for your benefit. Iron Mountain has stored, protected and managed company’s critical document information for decades, and knows how best to help businesses with all data, including financial documents.
Whatever your needs may be, Iron Mountain has services designed for your company’s use. Our Financial Services Solution will help you manage a range of documents including:
- Paper records, including mortgages and wills
- Electronic records, such as retail accounts and transfers
- Credit and commercial account files
- Signature cards
- Human resource files
Digitisation services
With Iron Mountain digitisation and document scanning you can be sure that every document within your organisation is backed up, directly uploaded to a secure cloud-based system for your access and ensures regulatory compliance. Paperwork can be scanned, indexed and converted for customer satisfaction and client record protection. With less paper in the workplace and a streamlined automated workflow, your company can depend on your digitised data for longer with less roadblocks.
Financial service documents are arguably some of the most important data your company has, and should be easily accessible to all workers, remote or otherwise, who depend on them.
Data storage services and tape vaulting
Staying a step ahead of unexpected threats to your document management service with Iron Mountain’s protected vault solution. With cloud backup, offsite tape storage and restoration plans, your company won’t struggle to recover in the face of future dilemmas.
The long-term protection of your financial service documents is beneficial to your company’s future success, customer satisfaction and the operation of your business should disasters arrive.
Offsite records storage
Iron Mountain facilities offer your documents a world-class archival system with cutting-edge secure storage area. An off-site storage room streamlines real estate, is cost- and time-saving for your company and increases security. Removing the human error and from document management means record retrieval is sped up and made easier with our retrieval system.
Iron Mountain Financial Service Solution is the answer to your company’s problems with compliance, security and workflows. Our experts who work with your company at every stage of the process and help you to manage compliance, retention, risks and every other aspect of building an efficient and cost-effective information management system.
Find your financial service solution today
When it comes to financial document management solutions, Iron Mountain is here to help your business. Read our customer success stories to learn about some of the unique document situations we have handled on behalf of our clients.
Interested in securing your financial documents? Reach out to Iron Mountain experts and find out where to begin today.
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Additional solutions to elevate your banking experience
Everybody jumped on the digital bandwagon 10 years ago, and nobody thought about purging.
Our goal was to find a single vendor that offered an unbroken chain of custody and was able to destroy paper records in a secure, ecologically friendly manner
Sustainability is very important to us, and the Green Report is a phenomenal help. It’s clean, concise, and something we’ll continue to use well into the future.
In selecting a service supplier, one of the most important aspects was quality of service. Iron Mountain performs very well and delivers against the required service level to our satisfaction
Frequently asked questions
We’ve got your back with answers to some of our frequently asked financial services questions.
I thought Iron Mountain was just a shredding and storage company. Are there other areas of expertise you can offer my organisation?
Yes. Iron Mountain can help your financial services organisation protect, unlock, and extend the value of your information and assets, whatever they are, wherever they are, and however they’re stored. Our goal is to help bridge the gap between paper, digital, media, and physical through secure workflows and business processes, in a manner that is environmentally responsible. Whether your goal is digital transformation, data and IT security, optimising your workplace and workspace, or sustainability (ESG), our team is ready to partner and help you design and execute the desired future state of your organisation.
Being in the financial services industry, how does digital transformation apply to my organisation?
Iron Mountain works with more than 90% of Fortune 1000 companies, including many that are financial organisations. Although digital transformation may look different for each organisation (i.e. small to midsize bank, commercial bank, credit union, mortgagor, lender, asset management firm, insurance company, etc.), most struggle to marry old with the new—combining legacy customer data stored on tapes or paper with new transactional data. Our goal is to help you overcome business challenges and improve productivity and efficiency through workflow automation, governance, and digitisation of information. Some common themes may be:
- Unlocking the value of paper-based customer information through digitisation
- Mitigating compliance throughout the lifecycle of your customer data and digital records
- Creating and automating workflows for efficient use and access
- Enabling paperless and digital back offices
How does Iron Mountain support financial services organisations with data and IT security?
Our Iron Mountain team can partner with your organisation to create an enterprise-wide strategy that can lower risk exposure across your IT assets, personal devices, sensitive files, and records and maximise your use of data centers. We specialise in working with financial organisations that require a secured process and provide dual custody throughout the handling of your IT assets. Our customers trust us with assets from bank branches, insurance offices, bank operational centers, mortgage processing locations, and more.
Our financial organisation needs help adapting our workplace to the rapidly changing hybrid workforce requirement. Is Iron Mountain able to assist?
Yes. In fact natural disasters, mergers and acquisitions, reduction of physical footprint (branch closures, operational centers downsizing, office relocations, and consolidations), increased remote workers, and staffing impacts may increase the need to reassess your existing business model. Our team can help determine the overall outcome of these impacts and create a plan to help you:
- Clean up physical office space/real estate
- Clean up legacy records
- Reduce/eliminate paper and other physical media
- Navigate a dynamic supply chain environment
- Discuss a combined strategy that may include data and IT security and digital transformation solutions for the most optimal outcome
What do you mean by sustainability and environmental, social, and corporate governance (ESG) for our financial services organisation?
At Iron Mountain, we partner with our customers in a manner that is environmentally responsible and focus on reducing our use of fossil fuels through more sustainable practices. Our team of experts can assist your organisation with claiming renewable energy credits (RECs) for use towards your net-zero goals. We also offer solutions that can help your financial company:
- Create and achieve nature-positive goals; achieve net-zero pledges
- Provide accurate and timely reporting on ESG initiatives to stakeholders and regulators
- Select vendors that align with (or help you achieve) your commitments
- Enable a circular economy
How can I securely dispose of expired IT assets from my bank or financial institution?
Our secure IT asset disposition (ITAD) services can do just that. For example, one small regional bank we've worked with needed to safely and securely dispose of IT assets across five branches and a datacenter in order to begin a massive upgrade to its backend and customer-facing technologies. Here's how our solutions saved this particular bank in terms of data security, cost, and risk.
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