Government Document Scanning Services
Public agencies manage decades of records that citizens, auditors, and staff need to access quickly. Our scanning services convert paper archives and incoming documents into searchable digital files, helping your agency meet transparency requirements while reducing storage costs and retrieval times.
The document problems slowing down your agency
Paper-heavy processes create bottlenecks that affect service delivery, compliance, and costs. Here’s how we help.
Public records requests taking too long
FOIA and open records requests pile up when staff have to dig through filing cabinets. Digital records with full-text search turn days of searching into seconds, helping you meet response deadlines consistently.
Storage facilities at capacity
Warehouses full of boxes cost money and create risk. Digitization lets you reclaim physical space, move records offsite, or securely destroy originals once digital copies are verified and compliant.
Legacy records inaccessible to staff
Critical historical documents sit in formats nobody can easily use. We digitize everything from microfilm and microfiche to oversized maps and engineering drawings, making decades of records available to anyone who needs them.
GETTING STARTED
How government scanning project work
Thirty years of experience with public sector clients has refined our process.
Requirements gathering
We start by understanding your records, compliance obligations, and system requirements to scope the project accurately.
Secure transport
Documents are picked up from your location or shipped to our nearest certified facility with full chain of custody documentation.
Preparation and repair
Staff remove fasteners, flatten folded documents, and repair damaged pages to ensure optimal image quality.
Digitization
High-speed production scanners capture every page at resolutions that meet federal and state archival standards.
Quality control
Each batch goes through automated and manual quality checks before metadata validation and final review.
Secure delivery
Completed files are encrypted and delivered to your systems, with options for physical media delivery when network transfer isn’t feasible.
Security that meets government standards
Protecting sensitive public records is non-negotiable. Our information security management system includes SOC 2 Type II certification, ISO 27001 compliance, 24/7 facility monitoring, encrypted data transmission, and comprehensive background checks for all staff handling documents.
COLLABORATIVE PROBLEM SOLVING
What's included in government document scanning
A full-service approach built for the unique requirements of public sector records management.
Secure chain of custody
Every document is tracked from pickup through delivery. Our facilities maintain SOC 2 Type II, ISO 27001, and ISO 27017 certifications, with access controls and audit trails that satisfy the most demanding compliance requirements.
Large-format and specialty scanning
Maps, blueprints, engineering drawings, and other oversized documents require specialized equipment. We handle oversized formats, plus microfilm, microfiche, aperture cards, and bound volumes.
Intelligent indexing and classification
AI-powered processing automatically categorizes documents and extracts key metadata like dates, case numbers, and names. Your records arrive organized and ready to search.
Expert quality review
Our team validates extracted data before delivery, catching errors that automated systems miss. Accuracy matters when records support legal proceedings, audits, or citizen services.
Integration with government systems
Digitized records can be delivered to OnBase, Laserfiche, SharePoint, or any document management system your agency uses. We format files and metadata to match your existing workflows.
Start your digitization project
Start with a project assessment to understand costs, timelines, and what’s possible with your records. We’ve helped agencies at every level turn paper archives into accessible digital resources.
Frequently asked questions
What types of government documents do you handle?
We scan virtually any record type: permits, licenses, case files, court records, property documents, vital records, correspondence, maps, engineering drawings, microfilm archives, and more. If your agency stores it, we can digitize it.
How do you ensure security for sensitive government records?
All facilities are SOC 2 Type II and ISO 27001 certified. Staff undergo background checks, documents are tracked through every step, and data is encrypted in transit and at rest. We can also accommodate on-site scanning for records that cannot leave your facility.
Can you handle records subject to retention schedules?
Yes. We work with agencies to ensure digitization meets applicable retention requirements and can provide certification documentation for records eligible for destruction. Original documents can be returned, stored, or securely destroyed based on your retention policies.
What file formats do you deliver?
Standard deliverables include searchable PDF/A for long-term archival, TIFF for preservation masters, and structured data exports for integration with document management systems. We match output specifications to your agency’s requirements.
Do you have experience with state and local government contracts?
Yes. We hold contracts with multiple state purchasing cooperatives and have completed projects for state agencies, counties, municipalities, courts, and school districts across the country.
How long does a government scanning project take?
Timelines vary based on volume, document condition, and indexing complexity. We provide detailed timelines after reviewing sample documents and understanding your requirements.
INSIGHTS
Dig into AI & automation insights.
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