Document Scanning & Digital Storage

Access Files Easily With on-demand Document Scanning Services on-call Digitisation

Tired of flipping through stacks of paper documents to find the file you need, or waiting days or weeks to receive your physical or digital documents? Iron Mountain Malaysia’s on-demand document scanning service provides quick and reliable access to your important documents when you need them.

In today's fast-paced business environment, time is of the essence. Our on-demand file scanning service is designed to provide you with timely and flexible access to the documents you need, when you need it, from wherever you are. With on-demand document digitisation, you no longer have to wait for physical files to be delivered to you or manage physical documents that take up valuable office space. Get remote access to key physical documents you have stored with us within hours.

How on-demand File Scanning Service Works

Requesting for your documents to be digitised and delivered to you is a simple and secure process.

Use ReQuest Web, 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.

Protocols for ensuring the highest level of Data Transmission Security

Digital files provided are implemented using Secure Socket Layer (SSL), a protocol for transmitting documents via the Internet using encryption technology. This ensures an extremely high level of data transmission security through 1024-bit encryption technology. As information is transferred between the server and the Web clients, all data is encrypted. The solution uses server-side certificates to encrypt the data using SSL for the Web application. Any Internet traffic that lands on the clear text site using Hypertext Transfer Protocol (HTTP) will be redirected to the secure port for Hypertext Transfer Protocol Secure (HTTPS). When using Web services integration, a two-way authentication is employed using both client-and server-side certificates. All unauthorised requests are rejected. If a customer uses FTP (file transfer protocol) for ingesting assets/documents, access is provided through a secure FTP channel that assigns each customer a unique username and password. All data is securely and separately stored.

Records Retrieval Made Easy With Online Document Repositories

Tired of sifting through piles of documents to find the information you need? Looking to streamline your record-retrieval processes and improve efficiency? You are not alone. Traditional paper-based file storage methods can be time-consuming and prone to errors. But thankfully, online document repositories and digital document management systems are available. By providing secure digital file storage and advanced document management systems, Iron Mountain makes it easy to retrieve and manage your records securely and efficiently, improving productivity.

Iron Mountain’s Digital Records Centre is an online document repository and electronic document management system where you can securely store, find and share the digital files that Iron Mountain has created from paper or other media formats or original digital documents. Authorised users can search for, retrieve and share the information they need 24/7, from any location and on any device.

How Iron Mountain’s Digital Records Centre Works

When documents are scanned, be it through the day forward scanning or backfile conversion process, the digital files will need to be stored in a secure place that is also easily accessible to authorised individuals.

At Iron Mountain, our experts will first scan the documents and check for quality assurance. All digital records are then processed and indexed using optical character recognition (OCR) technology to minimise human error, before becoming available in the Digital Records Centre. This allows the digital files to be easily searched by text or index. Authorised users can now easily find, access, and share the information they need in the repository anywhere, anytime, improving workplace productivity and enhancing collaboration.

Features & benefits of Iron Mountain Digital Records Centre^®

Save cost & space

By leveraging Iron Mountain scanning experts, processes and infrastructure to digitise your documents, you can save on storage costs, free up space for revenue-generating activities, and have the flexibility to scale your document repository whenever you need to.

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 a variety of file types and in 50+ languages.

Stop perpetuating paper in your workplace. Processing paper documents slows down your business and inherently increases privacy, security and compliance risks. Our experts will help you cut paper off at the pass. Kickstart your digital workplace transformation today with Iron Mountain Malaysia’s day forward scanning.

What is Day Forward Scanning?

Day forward scanning is a document scanning process that involves digitising incoming paper documents as they are produced or received in the normal course of business. This includes the imaging and indexing of documents such as invoices, receipts, purchase orders, mail, and other important business documents.

Benefits of Day Forward Scanning and Document Imaging  

Day forward scanning plays a key role as organisations transition to a digital workplace. By using Iron Mountain Malaysia’s day forward scanning service, you can enjoy the following benefits to help you transition to a digital workplace:

• Increased efficiency: Digitised documents can be accessed easily and quickly, saving time spent on searching for physical documents and increasing the efficiency of your content management system.
• Leverage automation: With all documents in digital format and located in one place, it is easier to implement business process automation to speed up workflows and productivity.
• Reduced paper clutter: By reducing the volume of physical documents in your office, you can save space, reduce clutter, and lower your carbon footprint.
• Improved data accuracy: With digital documents, you can avoid errors caused by manual data entry and ensure that your data is accurate and up-to-date.

How does Iron Mountain's Day Forward Scanning work?

Iron Mountain’s scanning 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.

Once you choose a launch date, all paper documents will be rerouted to an Iron Mountain facility. With the help of high-quality scanners and software, our experts will scan and index your documents as they arrive accurately and quickly. The digital documents will then be securely stored in our Digital Records Centre where you can easily and immediately access and manage them.

Iron Mountain day forward scanning process: Physical documents are transported to Iron Mountain scanning centres, scanned and indexed, then uploaded to a secure cloud storage accessible remotely through Iron Mountain Connect.

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.

Iron Mountain Day Forward Scanning Case Studies

Background

Leading insurance provider Achmea wanted to accelerate its transition to digital records, to reflect changes in customer behaviours. Top priorities were to safeguard confidential data in compliance with legal and industry requirements, while reducing a vast physical archive and making information more accessible to customers and staff.

Results

A strategic partnership with Iron Mountain is supporting Achmea on its digital journey. The insurance company digital transformation resulted in reducing physical archives, cutting costs and increasing efficiency. With information more readily available, Achmea can serve customers more effectively: securely, compliantly and sustainably.

“To carry out our core activity, we need customer data to be available, secure and legally compliant. Iron Mountain expertise and resources are essential to achieving that.”

Eric Van Der Heiden, Manager Content and Output Services, Achmea

Read the Achmea Case Study: Insurance Company Digital Transformation

Backfile conversion: the key to unlock your document archives

Tired of spending precious time sifting through endless stacks of paper documents? Losing out on opportunities and missing deadlines due to delayed access to critical information? Backfile conversion can help.

What is Backfile Conversion?

Backfile conversion is the process of converting paper documents into digital formats through document scanning and imaging. These digital files will then be indexed and stored in a central digital repository, where authorised users can search for and access important information in a timely manner. With backfile conversion, you are no longer bound by the limitations of physical records and can enjoy the improved accessibility, efficiency, and security of your enhanced document management system.

Benefits of backfile conversion & document scanning

Here are the key advantages of scanning your physical documents into digital formats:

• Improved Efficiency: The ability to quickly search for and access the information you need will improve efficiency and productivity.
• Reduced Costs: Digitising your documents lowers your storage costs, frees up space for revenue-generating activities, and eliminates the need for physical record management.
• Enhanced Security: Digital records can be password-protected, encrypted, and stored in secure locations, making them less susceptible to loss or damage due to natural disasters or other unexpected events.
• Improved Accessibility: With digital records, you can access information from anywhere, at any time, with just an internet connection. This can help facilitate remote work and collaboration between team members, even if they are not in the same physical location.
• Easier Document Management: Digital records can be easily organised and managed using document management software, allowing for efficient workflows and easy collaboration between team members.
• Enhanced insights: With information centralised in a digital repository, you can extract valuable data and insights from your legacy records and documents to make better business decisions.

Converting all of your legacy paper records to digital files doesn’t make financial sense and can be a daunting task. Instead of doing all your scanning at once, experts from Iron Mountain Malaysia can help you set up a fast efficient process for the strategic conversion of your paper records and documents to a digital format by segmenting it into a series of backfile conversion projects or by establishing Day Forward Scanning and Image on Demand programs.