Government Document Management Software and Services

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Find Your Government Document Management System Match with Record Nations

Governments, whether at the national or local level, handle a substantial volume of documents annually. The content of these documents varies depending on the agency’s responsibilities, but one constant remains: the essential need for effective document management. This is where tailored document management software for government entities becomes indispensable.

 

Modern document management services empower government agencies by enhancing efficiency, increasing security, and ensuring strict compliance with federal, state, and local regulations. Record Nations collaborates with service providers nationwide to offer customized document management systems that precisely align with your agency’s requirements. Elevate your government’s productivity and streamline processes by embracing automation today.

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

Why Choose Record Nations

Fast Turnaround

Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.

Nationwide Coverage

We have partners all over the United States and Canada.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

How Much Does Government Storage and Scanning Cost?

Professional government record scanning services can range from 7-12 cents per page depending on where you’re located, how many records you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple record scanning companies for your project.

The quote on a scanning project is determined by several things:

  • Specialized Scanning (OCR, redaction, indexed, non-indexed, etc)
  • Timeframe of the Project
  • Number of Pages and if They’re Double-Sided
  • Electronic Systems Already in Place Within Your Organization

 

 

How Government Document Scanning Works

1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.

2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.

3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.

4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.

5. Records are converted into desired formats and stored on a document management system of your choosing.

6. Physical files are either returned to the office or are sent to an offsite storage unit until the retention period expires.

Benefits of Document Scanning and Management for Government

Enhanced Security

Document scanning and management systems provide robust security features, including encryption and access controls, to protect sensitive government information from unauthorized access and breaches.

Improved Efficiency

Digitizing documents streamlines access and retrieval, reducing the time spent on manual searches and allowing government employees to focus on more critical tasks, leading to increased productivity.

Cost Savings

Reducing physical storage needs and minimizing paper usage can lead to significant cost savings on storage space, printing, and administrative expenses.

Better Compliance and Record-Keeping

Document management systems help ensure compliance with regulatory requirements by maintaining organized, accurate, and easily retrievable records, facilitating audits and inspections.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

Jan
Spokane, WA
"Was very helpful and kind as well as professional. Responded quickly to my request."
Anthony
St. Petersburg, FL
"Called instantly after I submitted the request. Provided the information I needed and had 2 companies call me back. I appreciate the assistance of Record Nations and professionalism of Martin."

Government Document Management FAQs

What regulations mandate the management of government records?

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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.

Will your document management services keep our government in compliance with privacy regulations?

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

What is the typical turnaround time for a project?

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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.

What types of government documents should I scan?

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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!

Will my government records be safe at an off-site facility?

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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.

How will my digital government documents be protected?

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

How much does it cost to scan my government records?

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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.

How much does off-site storage cost?

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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.

How do I need to prepare my government records for scanning?

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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.

How do I prepare my government records for off-site storage?

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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.

What is the Privacy Act of 1974?

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

What is the FTC's Disposal Rule?

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

What are the General Records Schedules?

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

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.