Document scanning and digital storage

Iron Mountain provides comprehensive project management for large-scale paper to digital conversion services. We assign a dedicated team to oversee your project from initiation to completion. This team coordinates every logistical detail, including the secure transportation of your documents to one of our specialized regional distribution centers. Our process is designed to handle substantial volumes efficiently, allowing your daily operations to continue without any interruption while we manage the digitization.

We begin every engagement with a detailed consultation to understand your specific requirements and objectives. Our experts then develop a customized plan for your high-volume document scanning needs. This directly aligns the entire process with your business goals.

• We utilize advanced scanning technology capable of processing thousands of documents per hour, which is ideal for organizations requiring rapid paper to digital conversion.
• Our strict chain-of-custody protocols are maintained from the moment we collect your documents until they are securely returned, stored or shredded, providing complete accountability.
• We can capture metadata and index your digital files according to your specifications, making it easy to retrieve information and transform how you access data.
• The project includes secure digital storage options, providing a centralized and protected repository for your newly digitized assets, which simplifies long-term management.

As a trusted third-party provider (3PP), our goal is to deliver a seamless transition from physical records to a fully searchable digital archive. Our services are designed for a seamless, efficient transition that gives you immediate and improved access to your critical information. To take your digital transformation further, explore our InSight® DXP to unlock new efficiencies across your organization.

Iron Mountain has the certified expertise to handle a wide range of specialized and sensitive documents beyond standard paper files. Our digitization services extend to materials that require specific handling and advanced imaging technology, including large-format documents like blueprints, maps, and engineering drawings. We also have proven capabilities for digitizing bound books and laboratory notebooks with precision.

We provide secure and compliant scanning for numerous industries, helping to protect critical information and make it more accessible.

• Our industrial imaging solutions accurately convert technical schematics and large-scale plans into high-resolution digital files. This makes them easy for your teams to access, securely share, and store for long-term retention and use.
• We offer secure medical scanning that digitizes patient charts and lab reports. The resulting digital files can be made readily available for seamless integration within your electronic health record (EHR) system, improving patient care coordination.
• Our specialists are trained to handle the complex conversion of X-rays and other film-based media to the DICOM format, the international standard for storing and transmitting digital medical images, delivering full interoperability and compliance.
• For healthcare organizations, our digital pathology services include the digitization of tissue blocks and glass slides. This service helps to preserve vital samples, reduce physical storage costs, and enable digital pathology workflows for remote diagnosis and collaboration.
• We manage the digitization of confidential financial documents, legal case files, and other sensitive corporate records, maintaining strict adherence to data protection regulations and information security protocols through a documented chain of custody.

By converting these specialized physical assets into digital formats, we help you integrate valuable information into your workflows and unlock its full potential. Our digital solutions enable organizations across various industries to protect vital data, enhance accessibility, and ensure information is primed for advanced analysis.

After the scanning process, your newly digitized documents can be ingested into InSight DXP, transforming them into searchable, accessible assets.

Instead of simply returning files on a hard drive, we ingest your information into this secure, cloud-native platform. This allows your authorized users to instantly find and retrieve information, all while being protected by robust security features like encryption and access controls. We deliver your files in standard formats (such as PDF, TIFF, or JPG) ready for use within the InSight DXP environment.

• Your digital files can be hosted on our InSight DXP platform, a centralized data platform that enables you to manage and analyze your information.
• We provide flexible digital storage media options, allowing you to choose between cloud-based repositories or physical media for long-term archival.
• Our InSight DXP platform integrates with your existing business applications, enabling seamless access to data and streamlining your daily workflows without disruption.
• Using our Policy Center solution, we can supply and apply your organization's retention and data privacy policies to the digitized records. This helps you manage compliance requirements and automate the eventual disposition of data. Our commitment extends beyond simple paper to digital conversion. We provide a complete lifecycle management solution for your information. This keeps your assets protected, compliant, and readily available when you need them. With our Iron Cloud Data Management services, you can establish a comprehensive strategy for your data, from active management to secure, long-term preservation. This approach transforms your information into a valuable business asset.

Converting paper files to digital formats offers significant advantages, but a key challenge is often knowing where to begin. To address this, our Smart Records Cleanup Suite uses AI to analyze your physical records inventory, helping you prioritize what to digitize, store, or securely destroy. This same analysis can be performed within InSight DXP for customers in North America. Once the process begins, the primary benefit is improved access to information, as employees can retrieve documents instantly from a central repository, enhancing productivity.

This digital transformation also delivers several other key benefits.

• This shift supports dynamic work models by enabling secure, remote access to essential company information. This capability is critical for maintaining productivity and collaboration across geographically distributed teams and hybrid workforces, future-proofing your operations.
• Converting paper to digital significantly reduces the operational costs associated with storing and managing physical documents. This leads to direct savings on supplies, labor, and valuable office space that can be repurposed for core business activities.
• Digital files are inherently easier to protect from physical damage like fire or floods. They can also be securely backed up and encrypted, creating a resilient information ecosystem that prevents the permanent loss of critical data.
• A digital workflow automates many manual tasks, such as document routing and approval. This not only speeds up internal processes but also significantly reduces the risk of human error, improving accuracy and efficiency across the board.
• Digitization facilitates stronger compliance with regulatory requirements like GDPR. We help you implement features like comprehensive audit trails, granular access controls, and automated retention policies so that information is managed correctly throughout its lifecycle.

Ultimately, converting paper to digital is a strategic move that enhances operational efficiency, security, and compliance. It turns static information into searchable, actionable assets that can drive business intelligence. We also offer our Information Governance Advisory Services to help align your policies with this new digital environment.

A reputable digital scanning company prioritizes security at every stage of the document scanning process. This begins with stringent chain-of-custody protocols, which track the movement and handling of your documents from the moment they leave your premises. Secure, GPS-tracked vehicles are used for transportation to a highly protected processing facility. These facilities feature 24/7 surveillance, restricted access controls, and environmental protections to safeguard your physical assets.

Personnel who handle your documents undergo rigorous background checks and receive extensive training on privacy and security standards. With this process, your confidential information is managed with the utmost care.

• Secure facilities operate under strict access policies, allowing only authorized personnel to enter the areas where document scanning and preparation take place. During the digital scanning process, information is captured on secure, isolated networks to prevent any unauthorized access from external threats.
• Once digitized, files are encrypted both in transit and at rest, using robust encryption standards to protect the data from interception or breaches.
• After the successful conversion and verification of digital files, the original paper documents are handled according to your specific retention requirements. You have the flexibility to choose secure destruction, continued physical storage, or to have the documents returned to you.

A professional file scanning provider delivers more than just digital images. They provide a secure and defensible process that protects your information's integrity from start to finish. This comprehensive approach to security is fundamental for any organization entrusting a third-party provider with its sensitive data. The result is a paper to digital conversion project that meets regulatory compliance requirements and mitigates risk, giving you complete peace of mind throughout the engagement.

A typical file scanning project follows a structured, multi-step process to promote accuracy, security, and efficiency. It starts with a secure pickup of your documents from your location. The documents are then transported to a specialized scanning facility. Upon arrival, the files are logged into a tracking system to maintain a complete chain of custody. This step is critical for accountability.

Next is the document preparation phase. Staples, paper clips, and bindings are carefully removed, and papers are organized to ensure a smooth transition through the high-speed scanners.

• During the preparation stage, technicians repair any torn pages and properly orient all documents to achieve the highest quality scan for every page.
• High-speed scanners capture images of the documents, and advanced imaging technology automatically enhances readability by removing marks and adjusting brightness.
• After scanning, a quality control team reviews the digital images to verify they are clear, complete, and accurate representations of the original paper files.
• The final step involves indexing the files with relevant metadata, such as invoice numbers or customer names, before delivering them in your desired format via a secure method.

This end-to-end management transforms your physical records into organized, usable digital assets. The final digital files can be integrated directly into your business systems. For organizations looking to automate the intake of physical mail, a service like digital mail can serve as the first step in this digitization journey. This service digitizes incoming mail upon its arrival, initiating a digital workflow from the very beginning.

When selecting a third-party provider (3PP) for digitization services, it is important to evaluate their experience and security protocols. Look for a company with a proven track record of handling projects similar to yours in scale and complexity. A potential partner should be transparent about their security measures, including facility access controls, employee background checks, and chain-of-custody procedures. This keeps your sensitive information protected throughout the process.

Verify that the provider can meet your specific technical requirements. This includes their ability to handle various document sizes and types, as well as their capacity for high-volume scanning if needed.

• Confirm that the provider holds relevant certifications, such as ISO 27001 for information security, which demonstrates their commitment to established industry standards.
• Inquire about their quality control process to understand how they verify the accuracy and legibility of the scanned images before project completion.
• Ask for client references or case studies to gauge their reliability and the level of satisfaction other businesses have experienced with their contract services.
• Discuss their capabilities for indexing and metadata application, as this is crucial for enabling your digital files to be easily searchable and organized after conversion.

Choosing the right partner is critical to a successful paper to digital conversion. The provider should function as more than a vendor; they should be a partner in your digital transformation. They should offer solutions that not only digitize your backfile of documents but also integrate with your ongoing operations. A comprehensive program like Clean Start^® can help manage the entire lifecycle of your records, from digitization to secure storage and eventual destruction.

Yes, we provide document scanning and digital storage solutions to businesses around the world. Our global network of facilities and local expertise allows us to deliver consistent and secure services tailored to the needs of different regions. Below are some of the countries where our digitization services are available.

• United Kingdom: We can help you transform your paper documents into valuable digital assets, improving access, security, and unlocking value from your data.
• Australia: We can help you transform your paper documents into valuable digital assets, improving access, security, and unlocking value from your data.
• Canada: We can help you transform your paper documents into valuable digital assets, improving access, security, and unlocking value from your data.
• India: We can help you transform your paper documents into valuable digital assets, improving access, security, and unlocking value from your data.
• Germany: Wir helfen Ihnen, Ihre Papierdokumente in wertvolle digitale Vermögenswerte umzuwandeln, um den Zugriff und die Sicherheit zu verbessern und den Wert Ihrer Daten zu erschließen.
• France: Nous vous aidons à transformer vos documents papier en actifs numériques de valeur, en améliorant l'accès, la sécurité et en libérant la valeur de vos données.
• Spain: Le ayudamos a transformar sus documentos en papel en valiosos activos digitales, mejorando el acceso, la seguridad y liberando el valor de sus datos.
• Brazil: Ajudamos você a transformar seus documentos em papel em valiosos ativos digitais, melhorando o acesso, a segurança e liberando o valor de seus dados.
• Mexico: Le ayudamos a transformar sus documentos en papel en valiosos activos digitales, mejorando el acceso, la seguridad y liberando el valor de sus datos.