Government Document Management Software and Services

1. The General Records Schedules: Outlines retention schedules for documents created by government agencies.

2. The Privacy Act of 1974: Requires fair practices for information maintained by the federal government. 

3. The Federal Trade Commission’s (FTC) Disposal Rule: Requires the proper disposal of confidential information acquired from consumer reports.

4. State-By-State Data Security Laws: State governments have their own data security laws to protect sensitive information collected by state government agencies.

Yes, all of our service providers meet or exceed the requirements of both state and federal data privacy regulations.

The timeline of your project will depend on the service(s) you need, the complexity, and any other requests that you need. Your service provider will give you a more accurate timeline when you contact us with the details of your project.

Our service providers are equipped to scan any type of government document. Some examples include, but are not limited to: official records, legislations and regulations, financial documents, administrative records, public services documents, health and safety documents, education records, census and demographic data, historical and cultural records, research and scientific data, and more!

Yes, our off-site storage facilities are equipped with fire-suppressant systems, climate controls, access controls, 24/7 security, and more to protect your documents from internal and external threats. Your historical documents especially will stay preserved with the help of climate controls.

Our document management systems can come with encryption, access controls, redaction, version controls, and more to enhance the security of your digital files.

On average, it costs 7-12 cents per page. However, the price will depend on how many documents you have, the type of record, the complexity, and any other special requests. We will get you accurate price quotes when you contact us with the details of your project.

Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

The Privacy Act of 1974 governs fair information practices for data maintained by the federal government.

Federal Trade Commission’s Disposal Rule requires appropriate disposal of sensitive information derived from consumer reports.

The General Records Schedules provide retention schedules for records created by federal agencies.