Iron Mountain worker scanning - digital storage

Document scanning and digital storage

Transform into a digital workplace and centralise your information with document imaging

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Digitise your documents for seamless collaborations

When you live in a hybrid world of paper and electronic information without a unified view of your information, you and your employees spend precious time searching for what you need. When you do find the information you need, if it’s in paper format, you still can’t easily access or quickly share with others, especially your remote workforce.

As digital workplaces and hybrid work arrangements become the norm, having remote access to documents is crucial for improving workflows and business efficiency. This is where Iron Mountain’s document digitisation services can help.

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 workplace digital transformation goals through a series of Backfile Conversion and Day Forward Scanning programs. You can even have your inbound physical mail redirected to our secure facilities, and our team of experts will receive, open and scan your mail. All digital documents will be securely stored in our Digital Records Centre, where authorised users can find and share relevant scanned files anytime, anywhere.

Your scanning will be done by the provider that you already trust with your paper documents and can help you 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.

Digitisation considerations

From paper to digital: measuring ROI to gain leadership buy-in

While the benefits of digital transformation are numerous, convincing leadership to invest in workplace digitisation is a common challenge. This is where the importance of showing measurable proof of return on digital investment comes in. Demonstrating tangible benefits, such as increased productivity, improved customer experience, and reduced costs, can help you make a compelling case for investing in technology and processes such as document imaging and secure cloud storage, and gain buy-in from stakeholders across the organisation.

Here are 4 questions you should ask to calculate your organisation’s ROI on workplace digitisation. Scroll over each box to learn more.



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Support remote, hybrid workforces

Although 61.9% of companies are planning more remote work now and in the years to come, hybrid and remote workforces struggle to access documents quickly and securely.1

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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?
facility 3

Downsize real estate

Half of global companies plan to cut office space by 2026, with most expecting to cut their space by 10–20%.3

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Downsize real estate

Customers report reduced storage costs of $211K over 3 years.2

legal 2

Aid in compliance

94% of annual compliance costs come from the labour-intensity of document and data management.4

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Aid in compliance

Customers report better security and compliance processes, reducing time spent on auditing work by 25%.2

brainstorming

Consolidate systems

Most content systems (74%) are not connected to other lines of business.5

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Consolidate systems

Customers report a 55% efficiency lift related to cataloguing and understanding documents and information.2

approved

Free up resources

Office workers spend between 7.6 and 12.5 hours per week searching for information.6

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Free up resources

Customers report 40% faster time to documents and information and increased efficiency with $3.1M in savings over 3 years.2

clean global

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

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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%
    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 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:


Read the solution brief

How document scanning and digital storage works

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

Information management and content services solution

Digitise | Store | Automate | Unlock

As an industry leader in digitisation, storage, and automation, we’ll help you bridge the gap between physical and digital information:

  • Automate your document-centric processes
  • Put your data to work so you can make informed business decisions
  • Digitise physical documents
  • Centralise already digitised content and rich media

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Features and benefits

  • 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, we offer document scanning services that move your organisation forward.

Whether you need a same-day 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 services that Iron Mountain offers:

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 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.

How backfile conversion works

Iron Mountain’s backfile conversion process is designed to be secure, efficient, and transparent. Here are the steps involved in the backfile conversion process:

  • Physical documents are picked up and securely transported to Iron Mountain scanning centre.
  • Iron Mountain’s scanning experts will prepare and scan the documents, ensure quality control, and index the documents.
  • Digital documents will be stored in a secure cloud storage together with existing customer digital repositories, and can be accessed through Iron Mountain Connect. Physical documents will either be returned to you, stored in an Iron Mountain offsite storage centre, or securely shredded, depending on your preference.

Frequently asked questions about document scanning services

What happens to the physical documents and files after they are digitised?

You can choose to take any of these actions after your physical documents are scanned and digitised:

  • Your physical documents are returned to you
  • Your physical documents are stored in an Iron Mountain offsite storage centre
  • Your physical documents are securely shredded
What types of documents can be scanned and digitised?

Iron Mountain’s scanning centres support various types of scanning, including large format scanning, and is able to scan most types of documents, including:

  • Multiple formats between 4A0 to A10
  • Large format documents up to 60 inches wide
  • Bound books
  • Archival records
  • Employee Files or P-Files
  • Microfilm (Roll Film, Microfiche sheets and Aperture Cards
  • X-Rays (Medical, Dental, and Industrial X-Rays)
  • Various types of Colored, Black and White, Single and Double Sided documents
Is it possible to have documents scanned onsite at our location?

Iron Mountain's onsite scanning services are available on a case-to-case basis, depending on the volume of documents to be digitised and the regulatory compliance surrounding the management of sensitive information.

What security measures are in place to protect the confidentiality of the documents?

At Iron Mountain, data security and confidentiality is our top priority. Our dedicated vehicles securely transports your documents with patented security, tracking, and auditable chain of custody. Physical documents are then carefully handled by our trained professionals. Upon document digitisation, all electronic information is encrypted at rest and during transmission across a secure network with access restricted by encryption keys. Once the digital documents are available in our secure cloud storage, you may authorise selected users to access only the information they need. The physical documents will then be returned to you, securely shredded, or safely stored in our offsite storage centres, depending on your preference.

How is the quality of the scanned documents ensured?

All scanned documents undergo a strict quality assurance check where Iron Mountain scans, indexes and ensures quality control to meet your document conversion requirements through a statistical check or a 100% check depending on your requirements. Leveraging optical character recognition (OCR) technology, the contents of your documents are completely searchable by text or index, available to you in PDF, TIFF and Office Documents.

We make it easy to get started.

By submitting this form I agree that Iron Mountain may process my data as described in Iron Mountain's privacy policy. 

Why Iron Mountain?

  • We are able to link your physical and electronic records and information, wherever they reside.
  • You will benefit from our highly secure personnel, processes and facilities.
  • We have 20+ years of experience in scanning, indexing and classification.
  • Our breadth of services means you deal with fewer vendors.

Learn more

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