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 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.
Watch overviewIron Mountain scan and store solution
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.
How long did it take for digitisation to impact your bottom line?
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?
How many employee hours are you saving due to improved workflows?
How much faster can you find information?
Has collaboration across offices improved?
How much more productive or efficient are business processes?
How much more accurately can you provide information for audits?
How much faster can you find information to satisfy or avoid audits?
Has there been a reduction in fines?
How much faster are you responding to customer requests?
Are you seeing a reduction in errors or wasted time in serving customers?
Is it easier to meet and exceed expectations?
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:
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:
As an industry leader in digitisation, storage, and automation, we’ll help you bridge the gap between physical and digital information:
Digital transformation before the pandemic was often a technology-driven conversation focused on different ways to use cloud, mobile and other options to collaborate online and streamline workflows.
5 July 2021*available through storage in Iron Mountain InSight ®
At Iron Mountain Singapore, 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:
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 Singapore’s 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.
Day forward scanning plays a key role as organisations transition to a digital workplace. By using Iron Mountain Singapore’s day forward scanning service, you can enjoy the following benefits to help you transition to a digital workplace:
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.
Learn more about how our Digital Mailroom solution helps customers say goodbye to paper mail.
“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.”
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.
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.
Here are the key advantages of scanning your physical documents into digital formats:
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 Singaporecan 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.
Iron Mountain’s backfile conversion process is designed to be secure, efficient, and transparent. Here are the steps involved in the backfile conversion process:
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 Singapore’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.
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.
Watch OverviewQuick 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.
Digitise, store, automate, and unlock the power of your data through the power of automation
Efficiently unmingle your commingled files—all without a complex, labor-intensive discovery project
Streamline mail operations and connect data digitally across organisational silos
Learn how an intelligent Digital Mailroom service allows you to easily and quickly search your digitised mail from one central, secure location while improving collaboration through approval workflow capabilities.
27 July 2022
No matter where you are in your digital transformation journey, delivering real business value from information requires better access, sharing and integration to create a truly collaborative, accurate and easy to use process.
22 December 2022
Why digitise? Mismanaged information can slow down your processes, frustrate your customers and reduce efficiency. Not to mention burden your business with the cost of storing paper in premium-priced office space. Your records retention schedule and investment in secure offsite storage combined with intelligent digitising will give you access to the information you need when you need it. Learn more.
29 November 2023You can choose to take any of these actions after your physical documents are 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:
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.
