State and Local Government Records Scanning
Government agencies are required to maintain a large number of critical records, forms, and files. This presents unique challenges for government institutions who must effectively manage and store these documents.
Our government records scanning service tackles these challenges head on by providing a secure and cost-effective method of converting paper records into a text-searchable archive of digital files.
Protect vital information &
improve accessibility.
Over the last 21 years, SecureScan has scanned tens of millions of documents for a variety of state and local governing bodies. Our experience planning and executing complex governmental scanning projects ensures that your project is completed to your specifications, in a process that is fully compliant with the relevant laws and privacy regulations. The benefits of digitizing government records with SecureScan include:
Fiscally Responsible
Digitizing documents provide substantial long-term cost savings by reducing the costs associated with storing and managing a high volume of paper records.
Regulatory Compliance
Our government scanning services are ultra-secure, FADGI-conformant, and fully compliant with state and federal records storage guidelines.
Prevent Data Loss
Storing records digitally makes it easy to create and maintain redundant copies of critical government documents, reducing the possibility of lost/unrecoverable data.
Search and Locate
Storing documents electronically makes it easy to locate a specific record by name, keyword, or just about any other kind of data, with just a few keystrokes.
High Volume Solution
Our team is capable of processing up to 400,000 of records per day, enabling us to provide a rapid turnaround for large government projects.
On Site Scanning
In cases where the transportation of specific documents is not possible for compliance reasons, we offer on site scanning services which will be conducted securely at your location.
Reduce Storage Requirements
Millions of documents can be stored on a single hard drive, greatly reducing the amount of space required for physical document storage.
Unmatched Accuracy
Our double blind, compare & correct indexing process allows us to extract the data contained in your documents with a high level of accuracy and detail.
Enhanced Security
Encryption, detailed access controls, and password protection ensure that sensitive government data never falls into the wrong hands.
Affordable Government Records Management
Our scanning services are provided to state and federal government clients at the lowest possible price.
Contact Us For More InformationSecurity & Data Privacy
Protect the confidentiality of critical government data.
Protecting sensitive data throughout the scanning process is vital for government institutions, who frequently manage documents that contain PII and PHI. Our scanning pipeline was developed around that need, providing a secure, well documented chain of custody for your documents from start to finish.
All scanning is conducted in our secure scanning facility under 24/7 security surveillance to ensure your documents are never more protected than when they are when in our possession.
Data Security & Compliance
Reduce labor costs & improve the quality of services provided.
State and local governments are often required to provide the highest levels of service on a limited budget. With the help of document scanning services, government agencies can improve the efficiency and speed at which they are able to access and process data, reducing the cost of providing services and improving customer experience.
Get a Customized QuoteThe Complete Guide To Government Scanning
Download Our Guide
Our complete guide is your ultimate resource for converting essential government documents into secure, digital assets. Explore how our specialized document scanning services can redefine the way your agency functions.
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Rochester City Court
This is the best scanning and indexing work anyone has ever done for us.
Broome County Surrogate’s Court
With a project that needed the highest quality, we were unsuccessful with prior document imaging service providers, working with SecureScan allowed us to preserve public records safely and efficiently.
NYS Department of Health
They truly went above and beyond to ensure that all of the work was done properly. I was very pleased with their professionalism and dedication in ensuring that the job was done well.
Scanning and data capture for
government agencies.
SecureScan has extensive experience scanning a wide variety of documents for state and local government agencies. Below are a common examples of records we can help you manage more effectively:
- Confidential Government Contracts
- Legal Files
- Personnel Records
- Leases
- Financial Statements
- Budgets
- Microfilm and Microfiche
- Tax Forms
- Building Permits
- Land Records
- Law Enforcement Documents
- Marriage and Death Records
- Court Documents
- Large Format Documents
Contact us for more information about SecureScan or the services we provide.
Speak to an ExpertCommon Questions
Get answers to our most frequently asked digital mailroom questions.
Does SecureScan Have Prior Experience with Government Scanning Projects?
Yes, SecureScan has extensive experience with government scanning projects. Since 2003, we have been fulfilling government scanning contracts and are well-versed in government bidding and RFP processes.
What Types of Government Records Can be Digitized?
We can digitize a wide array of government documents, including but not limited to:
- Legal documents
- Public records
- Internal communications
- Historical archives
- Maps and large-format documents
What Security Measures Are in Place to Protect Sensitive Records?
We implement stringent security protocols to meet the needs of government agencies including:
- Secure facilities with 24/7 video surveillance
- Encrypted data storage and transfer
- Strict access controls
- Compliance with relevant privacy regulations
Are the Digitized Records Compliant with Federal and State Regulations?
Yes, our digitization process adheres to standards set by the National Archives and Records Administration (NARA) and other regulatory bodies, ensuring compliance with all applicable laws.
What is the Typical Turnaround Time for Digitizing Government Records?
Turnaround times vary based on the project size and complexity. We can process up to 400,000 records per day, enabling rapid completion of large government scanning projects.
Do You Offer On-Site Scanning for Government Records?
Yes, we do offer on-site scanning services to accommodate documents that cannot be moved due to compliance reasons or logistical challenges. On-site scanning does come with additional costs, but it may be necessary for certain records.
What Quality Control Measures Are in Place to Ensure Accurate Digitization?
We employ a double-blind, compare-and-correct indexing process to ensure high accuracy and detail in the digitized records. Each scanned document is manually reviewed by a human operators for quality assurance throughout the scanning process.
How Does Digitization Contribute to Cost Savings for Government Agencies?
Digitization reduces physical storage needs, minimizes paper usage, and streamlines document management processes, leading to significant long-term cost savings.
Scanning for Government Institutions
Improve the quality of service provided and reducing costs
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