What will we do?

We pick up OR you
drop off original media

We sort & prep your
documents, photos, books & media

We digitize on professional equipment, Index & Title

We Audit 100%, Output to digital files, Store on cloud
You download, We return
or shred/recycle originals

Use eRecordsUSA for your Bulk Document Scanning & Imaging Needs

Discover comprehensive document scanning solutions with eRecordsUSA, your trusted partner for scanning documents in San Francisco California. We are a Certified SBA 8(a) Minority & Woman-owned Small business, based in Northern California, providing high-quality backfile conversion/ book and photo scanning services. Specializing in a spectrum of digitization solutions, from legal document scanning to architectural drawing digitization, we cater to diverse industry needs.

From Small Businesses to Fortune 500 Companies in Law, Manufacturing, Insurance, Healthcare and More.

No need to outsource your work outside USA. eRecordsUSA provides state-of-the-art document scanning services in San Francisco, leveraging the latest in AWS technology, intelligent OCR, and high-speed scanners from brands like Epson and Kodak. With our Scanners, we transform documents into high-quality images, PDFs, ensuring clarity and fidelity. Our arsenal includes high-speed scanners from Epson and Kodak and many more, known for their efficiency and reliability, enabling us to handle large volumes of documents swiftly. We ensure 100% satisfaction, and we can provide references upon request. We offer digitization services which are secure, confidential and protected, HIPAA, PCI, FREPA & NIST Complaint. We do not outsource – all scanning is done in house, using thoroughly vetted employees monitored by CCTV.

Our scanning services emphasize regulatory compliance, including HIPAA and GDPR, ensuring top-tier security and privacy for your sensitive documents. Proudly collaborating with local San Francisco businesses and offering eco-friendly practices, we’re not just a service provider but a community partner. Experience seamless document management with our cloud storage integrations, including Google Drive and Dropbox, combined with the convenience of swift, on-site scanning services. Trust us to transform your paper archives into digital masterpieces, tailored to the dynamic pace of San Francisco’s thriving business landscape.

eRecordsUSA has perfected the art of efficiently producing large volumes of successful scans ensuring excellent quality here in the SF Bay Area. We will be scanning everything here at our Fremont, CA. location, nothing gets shipped anywhere else. Through our dedication to client satisfaction, we have earned excellent references in nearly every service industry.

At eRecordsUSA, we provide Document Imaging Services to a variety of businesses based in San Francisco California, allowing them to save both space and time, and to cut costs by quickly and easily converting vast quantities of documents into searchable digital files. We can scan any type of document, and our primary focus is to provide you with top-quality scans using superior quality scanner and Document capture software

Free pickup and return are available for large-volume jobs or at a nominal charge.  To learn more about eRecordsUSA’s Document Digitizing Services , call us at 510.900.8800. We would be pleased to speak with you and answer your questions.

How Does eRecordsUSA Work?

Your Documents

We'll Pick Them Up

We'll Scan Them

We'll Store Them on Cloud

You Search & Share

Our Document Scanning Process

Digital Document Conversion Process

Embark on a journey of efficiency with our Digital Document Conversion Process, designed to seamlessly transition your physical documents into secure, accessible digital formats.

Our process begins with a meticulous assessment of your documents, ranging from business contracts to architectural blueprints, tailored to meet diverse industry standards. Once scanned, each file undergoes rigorous quality checks, aligning with HIPAA and GDPR compliance for utmost data security.  This end-to-end digital transformation is not only a step towards a paperless future but also a strategic move to enhance your operational efficiency in San Francisco’s fast-paced business environment.

Document Scanning Requirements:

In this stage, your organization’s project requirements are defined. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets.  In addition, as a courtesy service, we schedule a time to process a set of sample documents for your review and feedback.

Document Pick Up & Receipts:

All pickups are made in secure locked, business vehicles and always by permanent employees; we never utilize any other third-party shipping company. On arriving at the facility, all boxes are received, in a secure and dry receiving area, and handled at all times by authorized representative. Boxes are accounted for, checked for any damage during the transit, and it is ensured that every box is completely secure.

Documents Received:

In this stage, we receive the project files and perform an inventory process to log and label these materials/ boxes.  These processes allow us to quickly retrieve any materials you may need while your files are in our care.  Our goal is to serve your information access needs, minimizing the impact of this project on your ongoing operation/business.

Document Preparation:

In this stage, your files are prepared for scanning.  The document preparation processes we utilize ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results.  The document preparation team focuses on general project requirements (such as removal of staples, paper clips, binding removal, and document repair & page orientation), as well as repair any damaged areas, and specific project requirements (such as special handling of Post-It Notes, color images, and media). All this is done to ensure the document is scanner ready. This task is the most vital part of the whole process, and our staff works carefully to maintain the integrity of the documents throughout the preparation process.

Project Set-up:

In this stage, we tailor the Project Set-up technical requirements based on the specific requirements.  These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organization’s imaging project.

File Conversion:

In this stage, your files are scanned where we convert  a digital manuscript, physical book, or hard copy into a digital book / PDF The scanning team focuses on general project requirements (such as image settings, file format, page size, and paper thickness), and specific project requirements (such as special processing of odd-size pages, color images, and double-sided pages). The Scanning Services Quality Lead performs a 100 % review of the scanned files, to ensure that all imaging requirements are met. During the scanning process, the primary concern of the scanning operators is to ensure and maintain the integrity of the documents. While scanning, we always ensure there is an operator on each scanner, all the time, to quickly be able to make adjustments when needed.

Post-conversion Services:

In this stage, the files are converted into the required file format and processed utilizing the required image enhancement.  If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word-level search and retrieval.  In this task, each letter in an image is processed.

File Naming, Coding & Quality Review:

In this stage, the files are named, indexed and coded to enable search and retrieval and, if OCR was performed, a secure word-level search within and across the digital files.  To achieve the highest quality coding results, we focus on naming and coding accuracy and validation.

Project Deliverable & Quality Review:

In this stage, your organization’s digital files are stored on a secure FTP or hosted solution and a Project Status Report is prepared.  We pride ourselves on our ability to provide the best possible deliverable in the time required and have designed each stage in the conversion process with a focus on quality.  As detailed in the description of the stages above, we take every measure to ensure consistency and quality.

Deliverable Sent / Files Returned or Recycled:

In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed as per your requirements.  Once you receive and review the digital files, upon request we initiate our electronic file destruction procedures, which permanently delete your files from our systems.

Document Retrieval Services:

To ensure that the documents and file are always assessable to our customers through, out the image conversion project, we dedicate an operation supervisor and a customer service representative, for any file/ document retrieval request that is made during regular business hours (8.00 am to 5.00 pm Monday through Friday). Requests will be delivered to authorized employees via secure password-protected PDF files or through secure encrypted file sharing systems only.

Types Of Documents We Scan

Types of Documents we scan Includes:

  • Document imaging services & backfile conversion of Education records, Federal Government records, Financial records, Historical, Human Resources, Insurance, Legal/ Litigation records, Medical & Patient records, Pharmaceutical & Biotechnology, Publishing & Media, State & Local Government, Utility Companies service records, Technical Manuals & Ship Drawings, Personnel Files, Case Files, Contracts, Legal Files, Facility Records, Engineering Drawings and Plans.
  • Archives digitization services document digitizing services & book scanning, including fragile/ historical records. Archival Media types, including Annual Reports, Board Minutes, Consumer Catalogs, Correspondence, Employee Newsletters, HR Files & Contracts, Manuscripts Collections, Maps & Drawings, Media Libraries, Microfilm & Microfiche, News Clippings & Articles, Photo Collections, Sales & Marketing Materials, Research Files, Trade Catalogs, Legal Documents, Art Work.
  • Book scanning services such as Lab notebooks, research books, scrapbooks, ledgers, deeds, technical manuals, textbooks, yearbooks, artwork, bound newspapers, catalogs, sacramental registers, rare & fragile, bibles, catalogs, vital record books.
  • Microfilm, aperture cards, slides, negatives, photo slides & negatives, photo & photo albums.
  • X-ray film & NDT radiographic film digitizing.
  • Large format document scanning, such as engineering drawings, architectural plans, blueprints, maps, survey books, manufacturing & Graphical designs, posters, land maps & surveys, etc
  • Newspapers & Magazines, Publications, Tabloids, Old delicate legacy Letters & Post Cards.
  • Survey & Research scanning & Data Processing

We digitize for many small & large businesses, many fortune businesses, schools and universities, publishing houses, libraries, writers, businesses, and private individuals.  To learn more about eRecordsUSA’s Document Digitizing Services San Francisco California, call us at 510.900.8800. We would be pleased to speak with you and answer your questions.

Our Document Imaging Services

Legal Document Scanning

Ensure precise and confidential management of your legal documents with our Litigation Document Scanning Services. Tailored for law firms and legal departments, our service guarantees high-resolution digitization, secure handling, and easy retrieval to streamline your case preparation.
Trust in our expert scanning solutions to safeguard your sensitive legal records

Newspaper Scanning Services

Preserve history with our Newspaper Scanning Services. Ideal for libraries, historians, and archivists, we transform your newspaper collections into digital formats, enhancing accessibility and longevity. Our high-quality scans capture every detail, ensuring your archives are preserved for future generations in a searchable and eco-friendly way.

Book Scanning

Expand your library's reach with our Book Scanning Services. Perfect for authors, educators, and institutions, we offer non-destructive digitization that protects your books while creating versatile e-versions. Embrace the digital age, increase accessibility, and safeguard your publications with our professional scanning expertise

Medical Records Scanning Services

Digitize patient records securely with our HIPAA-compliant Medical Records Scanning Services. Designed for healthcare providers, we offer precise and confidential conversion of medical documents into electronic health records (EHR), enhancing patient data accessibility while maintaining the utmost privacy and integrity.

Document Imaging

Transform your paper clutter into an organized digital archive with our Document Imaging Services. Ideal for businesses of all sizes, we provide professional scanning solutions that streamline document management, improve workflow efficiency, and ensure quick and secure access to your vital information.

NDT X-Ray Film Scanning

Specialized in Non-Destructive Testing, our NDT X-Ray Film Scanning Services offer high-quality digitization of X-ray films. Catering to the aerospace, engineering, and manufacturing sectors, we ensure detailed digital captures that support critical analysis, with enhanced storage and easy retrieval options for your X-Ray archives.

What Our Client Says

Rated 5 Stars by our clients for Document & Book Scanning Services
Bill M.
Bill M.
2024-02-21
Pankaj Sharma and his E RECORDS USA team did an outstanding job transforming the analog version of my book The Guide's Guide Augmented from a graphic hodgepodge of disparate fonts and page designs into an elegant, beautiful, 115,000-word, nearly 600-page e-book and print-on-demand book. The excellent work of Pankaj and his team crew played a key role in helping The Guide's Guide Augmented become the number one best selling new release on Amazon in both the Rafting and Boating categories. Pankaj and his team are fast, professional, highly skilled, super conscientious and absolutely great! I recommend them most highly, and look forward to working with them more in the future.
Esther L.
Esther L.
2023-12-19
Mr. Sharma is very professional and friendly. We had eRecords scan our books for archive purposes. The quality of their service is amazing. They are fast and timely. I am very glad that we used eRecords to scan our books and wouldn't hesitate to contact eRecords if we need digitizing/imaging service in the future.
Eliana D.
Eliana D.
2023-12-12
eRecords has provided an amazing high quality scanning work for our books. Mr. Sharma is very detail oriented and the results are just excellent!
Nina P.
Nina P.
2023-03-23
I contacted eRecords for a small-scale scanning job. Although they usually work on large projects, Pankaj was more than willing to help with what I was looking for! The scans that came back were high quality, and delivered in a timely matter. eRecords was also the business that quoted me the most competitive price. I would definitely recommend - Pankaj is knowledgable and a great collaborator to work with on meeting any scanning service you may need.
Rahul P.
Rahul P.
2023-03-01
ERecords USA has provided Fast, Timely, and Amazing quality service for scanning my books and magazines. Ritika, Pankaj, and their Staff are very friendly, flexible, and easy to work with. They go above and beyond in their service. I give them A+++.
Cameron V.
Cameron V.
2022-12-09
I have used eRecordsUSA on three separate occasions and each job was performed exceptionally. All files scanned at high resolution, organized, and returned in a timely manner. Pricing was also very reasonable for such time-intensive work. Management was also very good with their communication. I am a digital nomad that owns zero paper, so having all of my files in Google Drive is imperative. With Google's OCR (Optical Coherence Recognition) I can now find my files at lightning speed. ie - I search for [deed], [roof repair], [assessment], etc. and all relevant files "automagically" appear.
Stephen M.
Stephen M.
2021-11-02
EXCELLENT quality work. VERY professional. I had some kids art work scanned high resolution that was too large for the scanners at copy shops. eRecordsUSA did a fantastic job and I highly recommend them.
Beth S.
Beth S.
2021-04-21
ERecords USA provided a fast and accurate turnaround for a request to duplicate X-Rays. They ensured that copies were accurate prior to payment and went out of their way to produce within a short time.
David L.
David L.
2021-02-28
Erecords scanned 56 bankers boxes of legal case files and other professional documents for me. This was a particularly difficult and complex job because, in naming files, they had to work from both a written file inventory and the file names on the folders themselves and use a consistent file naming protocol that Erecords and I agreed upon. They did an outstanding job of following this file naming protocol and organizing the documents in digital form to create the file structure that I intended. This job was also difficult because of the variety of page sizes and the age and condition of some of the documents; they managed to accurately capture everything. They also made the job easier for me by picking the documents up at my home. Pankaj at E records was invariably courteous and helpful and spent the time needed with me before the job to develop a digital file structure to make the documents most useful. I highly recommend Erecords for document scanning.
David B.
David B.
2020-10-29
I chose eRecords to scan over 2000 pages of yearbooks and several hundred photos from the early 90's to early 00's. I was not disappointed. They were one of the few locations in the Bay Area that I contacted that let me drop off and pickup the material in person. The JPG and PDF scans that they sent me were extremely high quality and OCR'd the yearbooks so I can search for text. They were able to repair one of my yearbook's bindings to the point where I couldn't even find the repair! This place is professional and good value for what I received. If something ever happened to my irreplaceable yearbooks and photos I know they're digitized now and backed up to multiple locations on my network and cloud! Highly recommended, Pankaj and eRecords!

Google Reviews

Rated 5 Stars by our clients for Document & Book Scanning Services
  • We used the service to scan archival magazine issues, and we were very happy. From our first contact through receipt of the final product, we got great and friendly service. The files are wonderful.

    H. Jeanie Taylor Avatar H. Jeanie Taylor
  • eRecordsUSA did a great job scanning to searchable PDFs for archival library use some six hundred old, faded, tattered pages of an underground/community newspaper I co-founded fifty years ago in Fort Wayne, Indiana. I was lucky to find such a professional, efficient, accessible, top notch company during these trying, pandemic times that was both open for business and able to complete my project.

    Ted Rhodes Avatar Ted Rhodes
  • Very friendly people, and their work is excellent! I brought them some 35mm slides that I wanted digitalized. Their turn around time was good, and they did an excellent job on my slides! I am extremely pleased with the results! 😃

    Paul Harmon Avatar Paul Harmon
  • timely service and good quality, I will use again if I need to!

    Merril Seidl Avatar Merril Seidl
  • I am very pleased with eRecords USA's scanning process. We had a larger set of documents of odd shapes and sizes. The whole process was very efficient, at a very good price. On top, the eRecords team picked up and dropped off. Very happy with the overall process and will be doing business with them again.

    Marty Izenson Avatar Marty Izenson

Our Awesome Features

Commitment To Quality

In everything that we do, we believe in offering our customers the highest quality. That’s why we invest so much in state-of-the-art equipment that’s capable of meeting our customer’…

Aggressive Pricing

We know that document scanning services can get awfully expensive, which is why we offer our scanning services at prices that our competitors simply can’t match. Did we mention that …

Excellent References

High Quality, Efficient & Secure Scanning Services Don’t just take our word for it regarding the high quality scans, efficient service, and complete security and confidentiality that we…

No Obligation Free Trials

Free Trials For Document / Book Scanning We put our full faith behind the finished scanning product that we offer our customers, but we know you might have some questions. That’s we why off…

Secure And Compliant

Our Document Scanning Services Are Secure & Fully Compliant We fully understand the sensitive nature of many of the documents and scanning projects that are entrusted to us. That’s why …

Satisfaction Guaranteed

We believe so much in the quality of our product and the level of service that we provide to our customers, that we’re willing to offer each one a 100% satisfaction guarantee. This m…

Certificates & Awards

Certified Federal SBA 8 (a)

The 8(a) certification qualifies your business as eligible to compete for the program’s sole-source and competitive set-aside contracts.

Women Owned Small Business (WOSB)

The Small, Local and Emerging Business (SLEB) program is designed to enhance contracting and procurement opportunities for small, local and emerging businesses within Alameda County by providing up to 10% bid preferences on eligible contracts

Alameda County Certified SMALL Business (SLEB)

eRecordsUSA is proudly accredited with the Alameda County Certified SMALL Business (SLEB) distinction, underscoring our commitment to excellence and service integrity in document management solutions.

Certified California State Small Business (SB)

eRecordsUSA, recognized as a Certified California State Small Business (SB), proudly upholds the rigorous standards and best practices in document management and digitization

Certified Minority Owned Small Business (WRMSDC)

eRecordsUSA, a dynamic document management and digitization service provider, takes immense pride in being a Nationally recognized Minority-owned Business Enterprise (WRMSDC)

Certified ISO 9001: 2015 , Quality Management System

eRecordsUSA is certified with ISO 9001:2015, a globally recognized benchmark for quality management systems, showcasing our unwavering commitment to continually enhancing performance, exceeding customer expectations, and upholding the highest standards of quality in our services.

Certified ISMS/IEC 27001: 2013 , Information Security Management System

eRecordsUSA is proud to hold the ISO/IEC 27001:2013 certification, the foremost standard for Information Security Management Systems (ISMS), demonstrating our dedication to establishing, implementing, maintaining, and continually improving robust information security protocols across all our services.

Cost Of Document Scanning in San Francisco CA

Document Scanning Prices

Document Scanning, when done right, is an extremely detailed and a multi-step process, and also when not done right, could cost your business dearly and also possible legal troubles. You need to work with a vendor who has the experience to ensure every page is scanned and no pages were missed while scanning.

When asking for document scanning prices, it is very important to know, what the Digital Conversion Process entails. Does it include for Pick up, Pilot box (sample scans), Document Preparation, Scanning, 100% Quality Control Assurance ( image comparison with original), Indexing/ File Naming, Indexing QA, Quality Control for Indexing, OCR Full Text Searchable, Final QA, Image Delivery?

Cost to Scan Documents

To understand the pricing for document scanning services, one should prepare or figure out the following questions, these help in our understanding, and therefore providing an accurate estimate;

  • The number of documents/ pages to be scanned.
  • Are your documents single-sided/ or both sided.
  • How much prep work is required.
  • The size & type of documents/ papers to be scanned.
  • Originals require Bitonal, Grayscale/ Color  scans, scan resolution, etc
  • Whether documents are to be shredded or returned after processing
  • Desired digital file format e.g, PDF, JPEG or TIFF etc
  • How are the documents stored, in boxes (size & kind), cabinets/drawers, (type)?
  • What manpower, space, and financial resources can you budget for the project?

Document scanning pricing for any project may vary based on your requirements and the purpose of the scanning project. It also depends on the type of records that you have in hand to be digitized.

The first step is always to determine the volume of documents, that you estimate to have to scan, along with the requirements of the service, or any unique file naming and organization structure. Estimate the number of pages, as an initial step, because it is the best way to receive an accurate quote. Instead of counting individual pages, you can provide us information. Here is a link to assist you in some preliminary estimation. Check Here.

You also must keep in mind whether you need single-sided or double-sided scans. Double-sided pages add to the image volume thus, adding to the processing, review, conversion, and final cost.  Also one has to consider the prep work needed to scan the records, as it takes quite it of time to prep the documents, removing staples, paper clips, taping torn documents, fixing or straightening corners, adding document separators.

We can price the project to include the following prep work:

  • Removing documents from file folders.
  • Removing staples, binding, clips, and other fasteners.
  • Taping documents, which need repair, tears.
  • Moving small post-it notes if covering content to the blank area, to capture all content.
  • Adding separators between separate documents, to be identified & indexed.
  • Removing binding, or cutting spine of bound originals.

The pricing of the project will vary based on the above factors. Larger projects, with multiple batches and bulk records, always entertain more aggressive pricing, per image or per box. We are happy to work with our customers to provide fixed boxed pricing or offer to the price per image. Pricing can be offered to include prep work, 100% Quality check, secure NAID shredding, pick up and return of the originals. Secure transfer of the scanned records is offered complimentary to all customers. Requesting scans in any physical media would add cost to the project for the additional cost f the media, and the whole invoice is then subject to sales tax as applicable for tangible deliverables.

At eRecordsUSA, we do not represent ourselves as being the cheapest scanning service available. We do, however, offer unparalleled quality and customer service, and would be pleased to provide you with a free, no-obligation quote. Simply call us at 510-900-8800, or use the Contact Us form and we’ll get back to you within 24 hours.

eRecordsUSA specializes in document scanning & digitization services for the following:

  • Small and Medium-sized businesses
  • Corporations & Fortune 500, Large corporations
  • Law Offices & Legal Offices
  • Accountants & Financial Institutions
  • Insurance & Mortgage Businesses
  • Architects & Designers
  • Medical Offices & Patient records
  • Schools and Universities
  • Government, Federal, State & Local record scanning
  • Manufacturing & Shipping>
  • HR departments & Employee Records
  • Private citizens
  • Media & Publishing
  • Libraries Public and Private Collections
  • Laboratories and Research Institutes

In addition to top-quality scans, we offer individualized attention, fast turn-around, competitive pricing, and flexible payment terms. Your documents can be scanned in color or black and white, and stored on CD/DVD, in our document cloud, or both.

Document Scanning Types

Types of Documents we scan Includes:

  • Document digitizing services & backfile conversion of Education records, Federal Government records, Financial records, Historical, Human Resources, Insurance, Legal/ Litigation records, Medical & Patient records, Pharmaceutical & Biotechnology, Publishing & Media, State & Local Government, Utility Companies service records, Technical Manuals & Ship Drawings, Personnel Files, Case Files, Contracts, Legal Files, Facility Records, Engineering Drawings and Plans.
  • Archives digitization services document digitizing services & book scanning, including fragile/ historical records. Archival Media types, including Annual Reports, Board Minutes, Consumer Catalogs, Correspondence, Employee Newsletters, HR Files & Contracts, Manuscripts Collections, Maps & Drawings, Media Libraries, Microfilm & Microfiche, News Clippings & Articles, Photo Collections, Sales & Marketing Materials, Research Files, Trade Catalogs, Legal Documents, Art Work.
  • Book scanning services such as Lab notebooks, research books, scrapbooks, ledgers, deeds, technical manuals, textbooks, yearbooks, artwork, bound newspapers, catalogs, sacramental registers, rare & fragile, bibles, catalogs, vital record books.
  • Microfilm, aperture cards, slides, negatives, photo slides & negatives, photo & photo albums.
  • X-ray film & NDT radiographic film digitizing.
  • Large format document scanning, such as engineering drawings, architectural plans, blueprints, maps, survey books, manufacturing & Graphical designs, posters, land maps & surveys, etc
  • Newspapers & Magazines, Publications, Tabloids, Old delicate legacy Letters & Post Cards.
  • Survey & Research scanning & Data Processing 

 

Knowledge Base

Document Scanning Articles