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How long did it take for digitisation to impact your bottom line?
Document Scanning & Digital Storage Solution
Digitally transform your business and centralise your information with our document imaging services
Contact SalesStreamline information access with secure scanning services & cloud storage solutions
In a hybrid world of paper and electronic information without a unified view of your information, searching for what you need can be time-consuming and inefficient. Paper documents are especially challenging to access and share, particularly with a 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. We can help you prioritise and achieve your goals through a series of Backfile Conversion and Day Forward Scanning programs We can even redirect your physical mail to our secure facilities for digital scanning.
All your document and file scanning will be done by the provider that you trust to 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.
Document digitisation considerations
While digital transformation offers many benefits, persuading leaders to invest in workplace digitisation can be challenging. Showcasing measurable proof for tangible benefits like increased productivity, improved customer experience, and reduced costs can be crucial to help make a compelling case for investing in technologies and services such as document imaging and secure cloud storage. This can secure buy-in from stakeholders across the organisation.
Here are four questions to ask to calculate your organisation’s ROI on workplace digitisation. Scroll over each box to learn more.
Iron Mountain scan and store solution
Support remote, hybrid workforces
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?
What about in storage space and equipment?
Any savings in related resources like personnel, business insurance or utilities?
Downsize real estate
How many employee hours are you saving due to improved workflows?
Downsize real estate
Customers report reduced storage costs of $211K over 3 years.2
Aid in compliance
94% of annual compliance costs come from the labour-intensity of document and data management.4
Aid in compliance
Customers report better security and compliance processes, reducing time spent on auditing work by 25%.2
Consolidate systems
Most content systems (74%) are not connected to other lines of business.5
Consolidate systems
Customers report a 55% efficiency lift related to cataloguing and understanding documents and information.2
Free up resources
Office workers spend between 7.6 and 12.5 hours per week searching for information.6
Free up resources
Customers report 40% faster time to documents and information and increased efficiency with $3.1M in savings over 3 years.2
Support environmental, social, and governance (ESG) initiatives
According to the U.S Environmental Protection Agency (EPA), global paper consumption has quadrupled in the past 40 years.7
Support environmental, social, and governance (ESG) initiatives
As physical information gets digitised and stored in InSight DXP, our Secure Shredding program is an option for paper disposition. The offering recycles all collected paper while ensuring compliance with federal, state and industry regulations.
- 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 pounds
- 56%Of organisations still rely on paper-based contracts and orders
How document scanning and digital storage works
You can count on Iron Mountain’s file 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 with our company’s document scanning solution:
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
Features and benefits
With Iron Mountain’s document scanning and digitisation services, you can:
- 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
Document & file scanning services near me
At Iron Mountain Hong Kong, we offer digital document scanning services that move your organisation forward.
Whether you need a same-day document 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 digital scanning services that Iron Mountain offers:
On-call document imaging services
Are you still flipping through stacks of documents to find the file you need? Digitise your documents today to boost productivity with our on-demand file scanning service that provides efficient and reliable access to your important documents when you need them.
How on-demand file scanning service works
- Use Iron Mountain Connect™, 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.
Start your workplace digital transformation with day forward scanning
Reduce paper use in your workplace to avoid slowdowns in work processes, mitigate privacy, security and compliance risks, while promoting environmental sustainability. Our document scanning experts will help you seamlessly eliminate or reduce paper at the pass, paving the way for digital workplace transformation.
What is day forward scanning?
Day forward scanning is a document scanning process that digitalises incoming paper documents as they are created or received. This includes imaging and indexing of documents such as invoices, receipts, purchase orders, mail and other important business documents.
How does Iron Mountain’s day forward scanning work?
Iron Mountain Hong Kong’s document imaging experts will work with you to identify the points at which paper enters your department or organisation, and establish a program that prevents paper documents from entering your workplace. The paper documents are rerouted to an Iron Mountain facility to be scanned and indexed – giving your staff immediate digital access to the imaged documents.
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 realise your goal.
Learn more about how our Digital Mailroom 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
57% Say they are committed to digital transformation, and paper-free is an essential starting point.
AIIM Industry Watch Paper Free Progress – Measuring Outcomes
Increase efficiency with document imaging services
Improve access to critical information with Iron Mountain Hong Kong’s document scanning and digital storage services so you can make critical decisions swiftly and accurately.
How does Iron Mountain Document Scanning & Digital Storage work?
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.
Backfile conversion: Digitise your document archives
Frustrated with delays in accessing critical information causing you to miss key opportunities and deadlines? Improve your work efficiency with backfile conversion.
What is Backfile Conversion?
Backfile Conversion involves converting paper documents into digital formats through scanning and imaging. These digital files are then indexed and stored in a central digital repository, allowing authorised users to search for, and access information quickly. With Backfile Conversion, you overcome the limitations of physical records, benefitting from enhanced accessibility, efficiency and security in your document management system.
How does Iron Mountain Backfile Conversion work?
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 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 scanning all your documents 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.
What is InSight Essential Edition?
Iron Mountain InSight essential edition is a subscription solution that combines physical document scanning with digital storage in a secure cloud repository hosted on Amazon Web Services (AWS). It also allows you to ingest documents from other digital repositories and provides file upload capabilities for your users.
How Iron Mountain InSight Essential Edition works
You can count on Iron Mountain Hong Kong’s document 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:
- Iron Mountain scans, indexes and ensures quality control to meet your document conversion requirements.
- Optical character recognition (OCR) technology is leveraged to make your document's content completely searchable by text or index, and available for many file types and in 50+ languages.
- Digital documents stored in other repositories and user scanned documents can also be ingested to have all of your documents together for centralised visibility and access, with role-based permissions to enable authorised users to access only what they need.
- Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys that you own and manage.
Iron Mountain InSight Essential Edition features & benefits
Iron Mountain InSight Essential Edition is a subscription solution that combines scanning of physical documents and digital storage in a secure cloud repository accessible through Iron Mountain Connect™, our web-based customer hub. This document digitisation solution enables you to:
- Free up space. Leverage Iron Mountain scanning experts, processes and infrastructure to convert physical documents taking up valuable space to digital through our extensive network of imaging centres.
- 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.
- 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 that you own & manage. Role-based permissions enable authorised users to access only the information that they need.
- Flexible payment options. Your costs will be reasonable, managed and predictable with flexible payment options to spread out the cost of scanning projects and no per user charges for access to digitally stored content.
Clearing paper out of the workplace is a top priority for workplace transformation. 42% of IT leaders are scanning paper files to free up valuable space.
Source: Iron Mountain & IDG Communications, “Transform Your Office into an Environment thatIs Flexible, Collaborative and Productive
Additional related services
InSight Intelligent Document Processing
Digitise, store, automate, and unlock the power of your data through the power of automation
Smart Sort
Efficiently unmingle your commingled files—all without a complex, labour-intensive discovery project
Digital Mailroom
Streamline mail operations and connect data digitally across organizational silos
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