Document scanning and digital storage - Woman smiling

Document Scanning & Digital Storage

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

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 in Singapore, 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 secure, scalable cloud platform, 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.

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Iron Mountain scan and store solution

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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Why digitise?

Today, organisations need to prepare for a scalable digital future, but much of their important, usable data is still locked up in paper documents that are difficult for employees to access or use. Scanning combined with secure, digital storage helps our customers:

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

Customers report increased collaboration leading to 26,000 hours saved annually.²

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

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

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

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

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.

Sources:
¹Squaretalk
² Iron Mountain
³ CNN

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⁴National Bureau of Economic Research
⁵ Forbes
⁶United States Environmental Protection Agency

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. Take a closer look at how you can get better visibility into your information, and learn more about transforming how you access your data.

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How document scanning and digital storage works

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Enterprise digitization capabilities

Global scale and security:

High-volume infrastructure: We digitize over 3 billion documents annually across 141 imaging sites in 45 countries.
Versatile format handling: Processes paper, legacy media, X-rays, and specialized physical formats with a secure chain of custody.
Flexible asset disposition: Choose to return physical assets, store them in Iron Mountain record centers, or execute certified destruction after scanning.

Quickly search and find information

Direct cloud delivery: Deliver digital files straight to InSight DXP or another secure repository.
Real-time visibility: Track scanning progress in real time and enable quality checks directly in the platform.
Distributed workforce access: Allows hybrid and remote teams to search, view, and securely download data from virtually any location using an intuitive viewer.

Effortless procurement and growth

Cloud marketplace ready: Purchase directly through AWS, Google Cloud, or Microsoft Azure to leverage committed spend and bypass lengthy procurement cycles.
Modern SFTP alternative: Replaces outdated SFTP file deliveries with a cost-effective, secure digital archive designed to scale.
Built for innovation: Seamlessly expand storage, onboard new users, and unlock AI-driven automation as your organization evolves.

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Industry examples

Iron Mountain offers solutions for multiple industries, including but not limited to:

Why choose Iron Mountain for document scanning and digital storage

Iron Mountain brings more than 20 years of experience in document scanning, classifying, and digitally storing information in our highly secure, efficient, and extensive digitisation network of 135 imaging sites across 46 countries scanning 2.4 billion images annually. At these volumes and footprint, Iron Mountain is one of the top digitisation providers in the world, and applies our digitisation and digital storage experience to help companies of all sizes and industries.

Digital Mail solution

Eliminate paper at your front door with Iron Mountain Digital Mail 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 Mail 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 Mail solution brief

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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

digital concept of laptop, using blue nodes and file paths

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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

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Document & file scanning services near me

At Iron Mountain Indonesia, 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:

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Today, organisations need to prepare for a scalable digital future, but much of their important, usable data is still locked up in paper documents that are difficult for employees to access or use. Scanning combined with secure, digital storage helps our customers:

Transform your workplace with day forward scanning

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 Indonesia’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 & document imaging

Day forward scanning plays a key role as organisations transition to a digital workplace. By using Iron Mountain Indonesia’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.

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.

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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

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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 Indonesian 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.

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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.

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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 Indonesia’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 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.

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.

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Benefits of on-demand document scanning

Quick and easy access to documents: With on-demand scanning services, you can access your scanned documents within hours, saving you valuable time and improving your workflow and productivity.

Cost-effective: On-demand document imaging ensures you only pay for the services you need and save on physical document storage and management costs.
Enhanced document security: Eliminating the need to deliver physical files reduces the risk of loss and damage. Sharing digital documents with encryption also protects sensitive information from unauthorised users and enhances data security.
Eco-friendly: Replacing physical with digital storage reduces your carbon footprint and environmental impact.

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We make it easy to get started.

We're here to help.

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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

Document Scanning & Digital Storage

Digitisation

Digitise your documents for seamless collaborations

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Digitisation considerations

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

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Why digitise?

Support remote, hybrid workforces

Support remote, hybrid workforces

Downsize real estate

Downsize real estate

Aid in compliance

Aid in compliance

Consolidate systems

Consolidate systems

Free up resources

Free up resources

Support environmental, social, and governance (ESG) initiatives

Support environmental, social, and governance (ESG) initiatives

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How document scanning and digital storage works

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Enterprise digitization capabilities

Global scale and security:

Quickly search and find information

Effortless procurement and growth

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Industry examples

Why choose Iron Mountain for document scanning and digital storage

Digital Mail solution

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Information management and content services solution

Digitise | Store | Automate | Unlock

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Features and benefits

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Document & file scanning services near me

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Today, organisations need to prepare for a scalable digital future, but much of their important, usable data is still locked up in paper documents that are difficult for employees to access or use. Scanning combined with secure, digital storage helps our customers:

Transform your workplace with day forward scanning

What is day forward scanning?

Benefits of day forward scanning & document imaging

How Does Iron Mountain’s day forward scanning work?

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Iron Mountain day forward scanning case studies

Background

Results

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Backfile conversion: the key to unlock your document archives

What is Backfile Conversion?

Benefits of backfile conversion & document scanning

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How backfile conversion works

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Access files easily with on-demand document scanning services on-call digitisation

How on-demand file scanning service works

Protocols for ensuring the highest level of data transmission security

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Benefits of on-demand document scanning

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Additional related services

InSight Intelligent Document Processing

Smart Sort

Secure Storage

Vital Records Storage

Iron Mountain Clean Start

We make it easy to get started.

Thank you for reaching out

We're here to help.

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Why Iron Mountain?

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Digitise your documents for seamless collaborations

Digitisation considerations

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

How document scanning and digital storage works

Enterprise digitization capabilities