State and Local Government Records Scanning
Managing government records can be challenging, especially with the volume of forms, files, and documents agencies must handle. Whether it’s meeting retention requirements or ensuring secure access to sensitive information, staying organized is no small task.
Our government records scanning service simplifies records management. We provide a secure and affordable way to digitize paper records, creating a text-searchable digital archive that streamlines storage, improves accessibility, and safeguards your data.
Protect vital information &
improve accessibility.
For over 21 years, SecureScan has been working with state and local government agencies to simplify the process of managing their records. Our expertise in planning and executing complex scanning projects ensures your records are digitized according to your specifications while fully complying with all relevant laws and privacy regulations. The benefits of digitizing government records with SecureScan include:
Fiscally Responsible
Digitizing documents offers significant long-term savings by reducing the expenses tied to storing and managing large volumes of paper records.
Regulatory Compliance
Our government scanning services are highly secure, FADGI-compliant, and fully adhere to state and federal records storage guidelines.
Prevent Data Loss
Creating and maintaining redundant copies of important government documents is easier when records are stored digitally, reducing the risk of lost or unrecoverable data.
Search and Locate
Storing documents digitally allows you 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 can process up to 400,000 records per day, ensuring a rapid turnaround for large government projects.
On Site Scanning
If compliance requirements prevent the transportation of certain documents, our on-site scanning services bring secure scanning directly to your location.
Reduce Storage Requirements
A single hard drive can hold millions of documents, 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 the confidentiality of sensitive information during the scanning process is crucial for government institutions, which often handle documents containing PII and PHI. Our scanning process is built with security in mind, ensuring a secure, well-documented chain of custody for your records from start to finish.
All scanning is conducted in our secure facility, monitored 24/7, ensuring your documents are fully protected while in our possession.
Data Security & Compliance
Reduce labor costs & improve the quality of services provided.
State and local governments are often expected to deliver top-tier services while working within tight budgets. Document scanning services can help agencies streamline data access and processing, reducing service costs and enhancing the customer experience.
Get a Customized QuoteThe Complete Guide To Government Scanning
Download Our Guide
Learn everything you need to know about digitizing government documents in our free, comprehensive guide. Find out how our specialized scanning services can help your agency tackle common records management challenges and operate more efficiently.
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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 expertise in scanning and managing a wide range of documents for state and local government agencies. Below are some common examples of records we can help you handle more efficiently:
- 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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