Speed the transition to an electronic environment

Download PDF

Comprehensive, Integrated Management of Physical and Electronic Documents

Store, protect and control your essential business documents anytime, anywhere — maximizing your operational efficiency and your bottom line.

Fast, easy and reliable access to essential documents is critical for most companies. Yet for many organizations, document management is highly fragmented, inefficient and costly — involving a mix of paper-based and electronic records, active and rarely accessed documents, onsite and offsite storage, and multiple vendors.

Iron Mountain® Document Management Solutions help you create a comprehensive, fully integrated document management program that gives you complete visibility and access to all your business records — where and when you need them. Our enhanced access and control can speed business processes and decision-making, improve customer service and support compliance requirements.

Regain Control

Our solutions help you create a comprehensive, fully integrated document management program for secure, timely access to all your records — regardless of format or location. We provide integrated conversion and hosted image archiving services, and manage records earlier on in their lifecycle to offer one-stop shopping for the entire document lifecycle. The result is faster access and better control of your documents that improves your overall business processes. Working with the Iron Mountain team, you can:

  • Simplify records management by integrating physical and digital records
  • Improve productivity with fast, distributed, simultaneous access to records
  • Protect your business with enforced compliance and disaster recovery strategies
  • Save time and money by implementing a solution more quickly and with little or no capital investment

We help you evaluate your current document management environment and related costs, assess your document management needs, and work with you to develop a managed solution that supports your business goals and complements your strengths and resources.

Transition Smoothly

Iron Mountain’s document management capabilities help you make a smooth transition from paper-based to electronic processes. With our comprehensive portfolio of solutions from workflow consulting and offsite and onsite active file room management, to document conversion and archiving, our Document Management Solutions provide one-stop shopping for all your records management needs.

Reduce Costs

An active records management solution reduces the cost of managing records that directly support the business function of your organization, and provides the opportunity to be more cost-effective through the transition to an electronic environment.

Our intelligent scanning — customized for access requirements for different types of documents — can dramatically reduce your paper-to-electronic conversion costs. Frequently accessed documents or document elements will always be scanned. Documents that are rarely accessed will not be scanned until they are actually requested, and then can quickly be delivered to you through our Image on Demand™ service.

Solve Critical Business Challenges

Our end-to-end solutions are tailored to the way you do business, helping you solve your most critical business challenges. Offering a single source of support for both digital and paper-based records, we implement industry leading technology, deep industry expertise, and best practices-based solutions in areas like litigation support, human resources, and accounts payable. These tailored solutions will help the departments in your organization streamline processes, drive down costs, and improve access to your most sensitive records.

Keep your company running quickly and effectively with Iron Mountain Document Management Solutions.

Active Records Management

ActivFile™ Solutions is a fully-outsourced, active records management program that helps you keep costs low by consolidating, organizing and indexing your paper documents, archived images and “on-demand” images.

  • Reduce physical storage requirements and associated costs
  • Access powerful reporting, searching and file-tracking capabilities 24/7 with secure online access via Iron Mountain Connect™ or Accutrac™ software
  • Control conversion costs with Image on Demand — scan only what you need, when you need it
  • Manage document lifecycle with chain of custody and certified destruction of records, as well as retention schedules
  • Seamlessly integrate onsite management with offsite storage services
  • Rely on our senior management’s expertise for guidance on special projects
  • Eliminate training and turnover costs

Document Conversation

Improve access to documents such as contracts, human resource files, invoices and other key records by converting them into electronic form. Document conversion can reduce the wait time to receive a requested document and support compliance measures.

  • Save money by imaging only what you need, when you need it with our Image on Demand service
  • Simplify x-ray management with radiology digitization
  • Integrate with your current paper workflows using our desktop capture solutions
  • Access your documents quickly and easily thanks to indexing and data extraction

Hosted Image Archive

Iron Mountain’s high-capacity, high-availability hosted platform, Digital Record Center™ for Images, provides storage and retrieval of your archived documents and gives you anytime, anywhere access to your records.

  • Quickly enable the Iron Mountain Digital Record Center for Images with standard applications which provides predetermined forms/index fields based on deep industry expertise in areas like human resources, contracts, and finance.
  • Manage all types of digitized content — document images, electronic office documents, printed output, audio and video
  • Address your organization’s unique filing and retrieval requirements with customized applications
  • Rely on our secure, 24/7 online access for powerful reporting, searching and file-tracking
  • Mitigate your risk of business interruption with our highly secure facilities and redundant systems
  • Enjoy pay-as- you-go pricing and a managed service with zero investment in hardware, software, integration or ongoing management and maintenance Document Management

Records Management Software

Track, manage and apply policy to your active and inactive records through their entire lifecycle — wherever they reside — with our Accutrac software.

  • Mitigate legal, regulatory and compliance risks with clear audit trails
  • Control all records inventory through a single Web interface — easily and securely
  • Extend existing enterprise IT investments with integration to content management systems such as IBM® FileNet®

Document Workflow Consulting

  • Let our document management experts redesign your existing document management workflows to better support your key business goals.
  • Streamline business processes, increase staff productivity, enhance compliance and reduce costs
  • Address physical document management and conversion to electronic documents with a comprehensive solution
  • Transition smoothly to your new workflow environment with implementation support and training from your Iron Mountain team

Complementary Services

Records Management

Whether providing compliant records management services, vital records protection or business records storage, Iron Mountain can help you protect your information assets across the industry’s broadest footprint. We provide customers with secure, reliable and easily accessible offsite storage for active, inactive, vital and federal records.

Secure Shredding

Given the confidential nature of business records, ensuring complete destruction is critical. Our secure shredding services help you protect the privacy of your company, employees and customers.

Comprehensive Data Protection

Whether physically transporting and vaulting your backup tapes at one of our secure facilities or backing up your PC and server data through a secure Internet connection to our data centers, our comprehensive data protection and disaster recovery services place your information offsite, offline and out-of-reach — yet the data is accessible whenever and wherever you need it.

Digital Archive

Digital Archive solutions provide scalable, low-cost, secure and efficient archival storage with value-added services that make stored information more useful. Our Digital Archive solutions include management and long-term storage of emails,medical images and files. We also provide supervision, data restoration and electronic discovery support services.

As part of our Storage-as-a-Service delivery model, Digital Archive solutions help customers simplify the complexity of managing digital data while reducing risks and costs associated with information growth in an increasingly complex regulatory environment.

Electronic Discovery

Iron Mountain offers a range of services to help you proactively manage the growing volume of messages, data and records. Our strategic approach to eDiscovery integrates powerful technologies, scalable infrastructure and comprehensive client services to help in-house and outside counsel reduce risk, minimize costs and simplify eDiscovery.