What will we do?
We pick up OR you
drop off original media
documents, photos, books & media
We digitize on professional equipment, Index & Title
or shred/recycle originals
Bulk Document Scanning & Digitization Services in SF Bay Area
eRecordsUSA is your trusted Document Scanning & Digitization Service provider in the SF Bay Area, the Wider San Francisco Area, Northern California. As a Certified SBA 8(a) Minority & Woman-owned Small Business in Northern California, we offer high-quality backfile conversion, book scanning, and photo scanning services. Our solutions range from legal document scanning to architectural drawing digitization, designed to meet the needs of diverse industries.
Serving Small Businesses to Fortune 500 Companies Across Law, Manufacturing, Insurance, Healthcare, and More
eRecordsUSA provides advanced document scanning services entirely within the USA. We use AWS technology, intelligent OCR, and high-speed scanners from trusted brands like Epson and Kodak to transform documents into high-quality images and PDFs with exceptional clarity. Our secure, in-house scanning operations are HIPAA, PCI, FERPA, and NIST compliant. All processes are conducted by vetted employees under CCTV surveillance, ensuring security, confidentiality, and 100% satisfaction.
Regulatory Compliance and Community Partnership in Document Scanning
Our scanning services prioritize regulatory compliance, including HIPAA and GDPR standards, to guarantee security and privacy for sensitive documents. Proudly partnering with San Francisco businesses, we integrate eco-friendly practices, making eRecordsUSA not just a document scanning service provider but a community partner. Our services combine secure cloud storage options like Google Drive and Dropbox with fast, on-site scanning, transforming paper archives into digital assets that meet the demands of San Francisco’s dynamic business landscape.
eRecordsUSA efficiently handles large-volume scans with top-tier quality, performed entirely in-house at our Fremont, CA, location—no shipments outside the Bay Area. Our commitment to quality has earned us outstanding references across various service industries.
We provide Document Imaging services tailored to San Francisco businesses, saving them time, space, and costs by converting large quantities of documents into searchable digital files. Our expertise spans all document types, using superior scanners and Document capture software to ensure top-quality results.
We offer free pickup and return for large-volume jobs, or for a nominal fee. Contact us at 510.900.8800 to learn more about eRecordsUSA’s Document Digitizing Services.
How eRecordsUSA’s Scanning Service Works?
Our Document Scanning Process
Digital Document Conversion
Our Digital Document Conversion Process streamlines the transition of physical documents into secure, accessible digital formats. We start by assessing each document type, from contracts to architectural blueprints, ensuring they meet industry standards. After scanning, each file undergoes quality checks aligned with HIPAA and GDPR compliance, enhancing both security and operational efficiency.
Document Scanning Requirements:
At this stage, we define your organization’s specific project requirements, which guide our tailored solution for converting your files into digital assets. As part of our service, we offer sample processing for your review and feedback.
Document Pick Up & Receipt:
Our secure vehicles and permanent employees handle all pickups—no third-party carriers involved. Documents arrive at our secure facility, are received in a monitored area, and checked for damage. Each box is logged and secured to ensure a safe and traceable process.
Document Inventory:
Upon receiving project files, we inventory and label each box, allowing quick retrieval if needed. This careful tracking minimizes disruption to your operations.
Document Preparation:
Before scanning, we prepare your files by removing staples, repairing pages, and ensuring optimal page orientation. Our team focuses on both general requirements and any specific needs, such as handling Post-It Notes or color images, to ensure the files are scan-ready while preserving document integrity.
Project Setup:
We customize technical requirements for each project, defining the specific processes and quality standards to follow during your document imaging project.
File Conversion:
Our scanning team converts physical files into digital formats like PDFs, focusing on image settings, file format, and page size. We monitor quality continuously, with a Scanning Services Quality Lead performing a full review to ensure that all imaging requirements are met.
Post-conversion Services:
Once converted, files are enhanced as needed and OCR-processed for searchable text, allowing word-level search and retrieval within the documents.
File Naming, Coding & Quality Review:
Files are named, indexed, and coded for easy search and retrieval. OCR enables secure word-level searches. We focus on accuracy in naming, coding, and validation.
Project Deliverable & Quality Assurance:
We store your digital files on a secure FTP or hosted solution and prepare a Project Status Report. Each stage of the conversion process is designed to ensure quality and consistency.
File Return or Certified Destruction:
Once you receive your digital files, we offer options to return, recycle, or securely destroy the original documents. We can initiate electronic file destruction to permanently delete files upon request.
Document Retrieval Services:
Throughout the project, a dedicated supervisor and customer service representative handle all file retrieval requests. We deliver files to authorized employees securely, either as password-protected PDFs or through encrypted file-sharing systems.
Types Of Documents We Scan
At eRecordsUSA, we specialize in document imaging and backfile conversion for a wide range of document types::
- Industry-Specific Records: Education records, Federal Government records, Financial records, Historical archives, Human Resources files, Insurance records, Legal/ Litigation records, Medical & Patient records, Pharmaceutical and Biotechnology documents, Publishing and Media records, State and Local Government files, Utility service records, Technical Manuals, and Ship Drawings.
- Archival and Fragile Documents: We digitize fragile and historical records, including Annual Reports, Board Minutes, Consumer Catalogs, Correspondence, Employee Newsletters, HR Files, Manuscripts, Maps and Drawings, Media Libraries, Microfilm, Microfiche, News Clippings, Photo Collections, Sales and Marketing Materials, Research Files, Trade Catalogs, and Art Collections.
- Book scanning: Lab notebooks, research books, scrapbooks, ledgers, deeds, technical manuals, textbooks, yearbooks, bound newspapers, sacramental registers, rare books, vital records, and more.
- Visual Media: Microfilm, aperture cards, slides, negatives, photo albums, and X-ray and NDT radiographic films.
- Large format document scanning: Engineering drawings, architectural plans, blueprints, maps, survey books, manufacturing designs, graphical designs, posters, land surveys, and more.
- Legacy and Specialized Media: Newspapers, Magazines, publications, tabloids, and historical letters and postcards.
- Survey and Research Documents: We offer comprehensive scanning and data processing services for survey and research files.
We digitize documents for small businesses, Fortune 500 companies, schools, universities, publishers, libraries, writers, and individuals. To learn more about eRecordsUSA’s Document Digitizing Services San Francisco California, call us at 510.900.8800. We are here to answer your questions and discuss your digitization needs.
Professional Document Digitization Services
Photo Album Scanning Services
Lab Notebook Scanning
Yearbook Scanning Services
Newspaper Scanning
Microfiche and Microfilm Scanning
Medical Records Scanning
What Our Clients Say
Rated 5 Stars for Our Document and Book Scanning Services
Our Success Stories
How We Digitized the Campbell Museum’s Newspaper Archive?
Discover how eRecordsUSA digitized the fragile Campbell Press newspaper collection for the Campbell Historical Museum—creating a searchable, preservation-grade digital archive that supports research, public access, and long-term cultural memory in the Santa Clara Valley.
5-Star Google Reviews
Top-Rated Document and Book Scanning Services by Our Clients
Key Features of Our Document Digitizing Services
Commitment To Quality
We are dedicated to providing the highest quality in all that we do. Our investment in state-of-the-art equipment ensures exceptional results that meet or exceed customer expectations.
Aggressive Pricing
We offer competitive pricing for our scanning services, delivering quality and affordability that competitors simply can’t match.
Excellent References
Our high-quality, efficient, and secure scanning services are backed by excellent references across various industries, reflecting our commitment to service excellence.
No-Obligation Free Trials
We offer free trials for document and book scanning, so you can experience our quality firsthand. This allows you to evaluate our services without commitment.
Secure And Compliant
Our document scanning services are fully secure and compliant, designed to handle sensitive documents with complete confidentiality and adherence to industry standards.
Satisfaction Guaranteed
We stand behind the quality of our work with a 100% satisfaction guarantee, reflecting our confidence in the exceptional service we deliver.
Our Certifications and Awards
Certified Federal SBA 8 (a)
As an SBA 8(a)-certified business, eRecordsUSA is eligible to compete for sole-source and set-aside contracts under the program, enhancing our ability to deliver document management solutions to federal clients.
Women Owned Small Business (WOSB)
Our WOSB certification under the Small, Local, and Emerging Business (SLEB) program provides us with up to a 10% bid preference on eligible contracts in Alameda County, supporting local procurement opportunities.
Alameda County Certified SMALL Business (SLEB)
eRecordsUSA is proudly certified as a SMALL Business (SLEB) by Alameda County, demonstrating our dedication to excellence and integrity in document management and digitization services.
Certified California State Small Business (SB)
As a Certified California State Small Business (SB), eRecordsUSA upholds rigorous standards and best practices in document management, meeting California’s high standards for quality and reliability.
Certified Minority-Owned Small Business (WRMSDC)
eRecordsUSA is a nationally recognized Minority-Owned Business Enterprise (WRMSDC), proudly delivering document management and digitization services with a commitment to diversity and excellence.
Certified ISO 9001:2015 - Quality Management System
With ISO 9001:2015 certification, eRecordsUSA meets a globally recognized standard for quality management, underscoring our commitment to continuous improvement, customer satisfaction, and top-quality services.
Certified ISO/IEC 27001:2013 - Information Security Management System
Our ISO/IEC 27001:2013 certification reflects our dedication to information security. We implement, maintain, and continually enhance rigorous security protocols, ensuring robust protection across all services.
How Much Does Document Scanning Cost in SF Bay Area, California?
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 and Resources
What Documents to Scan, Store or Shred Before an Office Move?
Before relocating an office, scan records that benefit from digital access, store originals that still need to be preserved, and securely shred records whose destruction has been authorized. If a...
Document Scanning Before an Office Move: A Week-by-Week Project Plan
Is it better to move hundreds of boxes and filing cabinets to a new office, or digitize the records before the relocation? Many organizations begin this decision by asking, "Should I digitize...
Pros and Cons of Using Personal Cloud Storage for Your Files Explained
What is personal cloud storage, and is it really worth using for managing your digital files in today’s connected world - especially when people are asking questions like Will I lose everything if I...