Schedule A Call Now
convert physical newspaper archives into digital formats

Document Scanning Near You

Over 100 Five-star Reviews • 20+ Years of Experience • Bulk Project Handling

eRecordsUSA is one of the SF Bay Area’s trusted partners for secure, high-volume document digitization – serving organizations across Alameda, Contra Costa, San Francisco, San Mateo, Santa Clara, Marin, Napa, Sonoma, Solano, and Santa Cruz counties.

With over two decades of proven expertise, we’ve helped thousands of clients across Fremont, Oakland, San Francisco, San Jose, Walnut Creek, Campbell, Mountain View, and surrounding cities in the Nor Cal region, transition from paper chaos to digital clarity, preserving everything from business records, medical records and legal files to administrative files and HR file folders

Our services are built on certified trust:

  • ISO 9001:2015 & ISO/IEC 27001:2013 Accredited
  • SBA 8(a) Certified
  • Women-Owned Small Business (WOSB)
  • WRMSDC-Certified Minority-Owned Enterprise

Whether you’re digitizing thousands or millions of pages, our scalable bulk document scanning process protects your sensitive data while streamlining access to it.

Ready to go paperless?

From Paper Overload to Digital Advantage

Manual records reduce productivity and increase risk. Digitizing documents enables faster audits, better collaboration, and secure, long-term access. Verified digital files replace paper clutter, giving teams instant retrieval and operational control.

newspaper scanning to digital service
old newspaper scanning companies - eRecordsUSA
bulk newspaper scanning and digitization
digitising newspaper collections

eRecordsUSA - Trusted Choice for Bulk Document Digitization

1. Digitize High-Volume Boxed Records

eRecordsUSA digitizes high volumes of documents—including Bankers Boxes with 2,000–2,500 pages—while maintaining security and compliance. Our high-throughput workflows support legal, healthcare, finance, and public sector organizations, enabling digital access to boxed records stored onsite or in long-term facilities.

2. Hands-Free Project Handling

eRecordsUSA handles every step of the digitization process—pickup, preparation, scanning, and delivery—so your team remains focused on core operations. This hands-free service is ideal for offsite Bankers Boxes, providing a seamless way to digitize without staff disruption.

3. Advanced Indexing and OCR Intelligence

eRecordsUSA uses advanced OCR and metadata tagging to turn paper files into searchable digital assets. Files can be indexed by name, date, case ID, or business-specific tags. Our OCR supports color, grayscale, duplex pages, and mixed formatting. Complex preparation is transparently priced based on actual labor—not estimates.

4. Transparent Pricing and Flexible File Delivery

eRecordsUSA offers pricing by document volume, type, or box count—no hidden fees. Choose PDF, TIFF, or structured formats ready for your systems. Files are delivered securely via download or integrated into Box, SharePoint, Google Drive, or your enterprise content system.

Streamlined Precision from Intake to Output

How Does eRecordsUSA Digitize Your Documents?

eRecordsUSA executes end-to-end document digitization with speed, security, and accuracy—ideal for organizations managing thousands to millions of pages.

1. Box Intake & Barcode Logging

Each box is barcoded, sealed, and logged before secure pickup for traceable inventory control.

2. Secure Transit & Check-In

Monitored vehicles transport records to our SF Bay Area facility. Every box is scanned into our chain-of-custody system on arrival.

3. Restricted Storage & Prep

Documents are staged in access-controlled zones. We remove staples, flatten pages, and prepare files for high-speed scanning.

4. Encrypted Scanning & Capture

Professional-grade scanners digitize all content. Data remains encrypted at rest to meet HIPAA and compliance standards.

5. Metadata Indexing & OCR

Files are tagged by name, date, or custom fields. OCR ensures full-text searchability and structured file organization.

6. Manual QA & Image Verification

Every scan is reviewed for clarity and completeness. No missing pages, no illegible files—only verified outputs.

7. Secure Conversion & Formatting

OCR files are converted into PDF, TIFF, or ECM-ready formats, with encrypted migration tailored to your platform.

8. Final Delivery or Certified Shredding

Choose return, local storage, or NAID-certified shredding at our Fremont HIPAA facility. Full custody logs included.

Scanning Solutions Tailored to Every Sector

Which Industries Rely on eRecordsUSA for Bulk Document Scanning?

eRecordsUSA delivers secure, high-volume document scanning for regulated industries and public institutions. Our solutions support compliance, improve access, and reduce physical storage burdens. eRecordsUSA adapts to each industry’s compliance mandates and digitization goals—backed by 20+ years of operational precision.

We also serve clients in manufacturing, transportation, architecture, energy, retail, law enforcement, and real estate. Our secure digitization solutions scale to meet high-volume documentation needs—from architectural blueprints and utility records to transport logs and real estate files—while ensuring compliance in regulated and operational sectors.

best way scan old newspaper clippings

Industries & Clients We Serve

  • Healthcare & Life Sciences – Stanford School of Medicine · Alameda Alliance · UCSF · BioMarin Pharmaceuticals · Ultragenyx · Vaxart Inc. · Howard Hughes Medical Institute
  • Education – Stanford University · UC Berkeley · Caltech · Simpson University · NYU · Harvard · Palo Alto High School · Bellarmine Prep · The Branson School
  • Government & Public Sector – California State Library · San Mateo County · Golden Gate National Parks · Golden Gate Bridge Archives · National Park Service
  • Engineering & Construction – Apple Inc. · Lockheed Martin Space · Tyco Electronics · The Dow Chemical Co. · Vantage Data Centers · Salas O'Brien Inc. · Sandis Engineers · AT&T
  • Finance & Corporate – Wells Fargo Corporate Archives · Kaiser Permanente Heritage Resources · The William and Flora Hewlett Foundation
  • Libraries & Archives – California State Library · Castro Valley Public Library · Redwood City Library · Alameda Public Library · National Park Service

Flexible Digitization for All Newspaper Formats

What Document Types & Formats Can eRecordsUSA Digitize?

No two collections are the same—so our production floor is equipped with flatbed, cradle, planetary, and wide-format scanners, all calibrated to FADGI image targets and HIPAA / FERPA security standards. From everyday business paperwork to irreplaceable artifacts, each item follows a format-specific workflow that preserves detail, maintains compliance, and delivers fully searchable files.

1. Business, Legal & Financial Records

Contracts, audit trails, HR files, and case exhibits are captured with high-accuracy OCR, then exported as PDF/A or TIFF with embedded metadata for seamless e-discovery, governance, and records-retention audits.

3. Maps, Blueprints & Technical Drawings

Engineering plans, GIS maps, scrolls, and wallpaper patterns up to 54 inches wide are digitized on color-accurate wide-format scanners, preserving scale factors and line precision in TIFF or layered PDF output.

convert old newspapers into searchable pdf with ocr
2. Healthcare & Insurance Files

Patient charts, lab notebooks, X-rays, EOBs, and claims packets are scanned in a HIPAA-secure environment, indexed for EMR upload, and—when required—converted to DICOM for imaging systems.

4. Cultural Heritage & Transmissive Media

Rare books, diaries, illuminated manuscripts, photographs, 35 mm film, and glass plates are captured non-destructively in cradle or overhead rigs, producing FADGI 3- or 4-star images with Dublin Core or MARC-ready metadata.

Trusted by Institutions That Demand Accuracy, Confidentiality & Consistency

Certified. Compliant. Trusted Nationwide.

Security, quality, and legal defensibility are engineered into every scan we deliver. With eRecordsUSA, you gain an ISO-audited partner whose credentials stand up to the strictest regulatory and institutional scrutiny—so your digital files are as secure and reliable as the originals they replace.

ISO-Certified Quality & Information Security

Our production floor operates under ISO 9001:2015 (quality management) and ISO/IEC 27001:2013 (information security).

  • Uniform imaging and metadata standards across all projects
  • Documented risk-management and access-control procedures
  • Ready for third-party audits and institutional reviews
newspaper scanning services near you
flatbed scanners to digitize newspaper collections

Regulatory Compliance for Sensitive Data

Workflows align with HIPAA, FERPA, PCI-DSS, and NIST guidelines, protecting medical, educational, financial, and government records.

  • Encryption in transit and at rest, plus role-based access controls
  • Detailed chain-of-custody logs for legal defensibility
  • Proven breach-prevention and incident-response protocols

Government-Qualified Small-Business Partner

We hold SBA 8(a), WOSB, and WRMSDC (MBE) certifications—pre-qualifying us for complex public-sector contracts.

  • Registered vendor with California SB and Alameda County SLEB programs
  • Eligible for set-aside and diversity-sourcing initiatives
  • Trusted by municipal, state, and federal agencies nationwide
high resolution newspaper scanner for large newspapers
preserving old newspapers and magazines

Secure Facilities & Vetted Personnel

Every page enters an access-controlled, 24/7-monitored environment staffed by background-checked technicians.

  • Biometric entry points and segmented security zones
  • Strict “no personal devices” floor policy to prevent data leakage
  • Encrypted digital delivery and, when requested, certified shredding of originals

Document Scanning & Digitization FAQs

1. How should we prepare documents for bulk scanning?

Remove staples, paper clips, and binders, then sort files by department or record type into clearly labeled boxes. Good prep speeds up processing and improves indexing accuracy.

2. Is OCR included in your service?

Yes. Every scan receives high-accuracy OCR, so your PDFs (or other formats) are fully text-searchable without extra fees.

3. Can you safely scan fragile or deteriorating items?

Absolutely. We use cradle, overhead, and flatbed scanners that apply no roller pressure, preserving brittle pages and historical artifacts.

4. How are the digital files delivered and organized?

You’ll receive encrypted links—Google Drive, Dropbox, SFTP, or private cloud—arranged in a folder structure and file-naming schema you approve in advance.

5. Which organizations benefit most from bulk digitization?

Healthcare networks, law firms, government agencies, schools, and finance teams gain the biggest ROI, especially when compliance audits or legacy backlogs are driving the project.

6. What’s the turnaround time for high-volume projects?

Most medium-sized jobs finish within 7–14 business days. Large or complex collections take longer, but we offer rush options when deadlines are tight.

7. Can mixed media be handled in one project?

Yes. Documents, photos, large-format plans, microfilm—everything can be digitized, indexed, and delivered as a single, cohesive collection.

Why Choose eRecordsUSA?

Preservation-First, Nationwide Document Scanning—Built for Any Scale

From our ISO-certified, biometric-secured facility in Fremont, California, eRecordsUSA digitizes everything from grant-funded archives to classified government files—quickly, accurately, and confidentially.

Regional Convenience, National Reach – Bay Area clients get secure drop-off and on-site consultations; a coast-to-coast logistics network keeps large-volume projects on schedule anywhere in the U.S.

Locked-Down Chain of Custody – NDA-backed handling, bar-coded tracking, and 24/7 surveillance protect every page from intake to encrypted delivery.

Standards That Satisfy Any Auditor – Workflows align with HIPAA, FERPA, ISO 9001:2015, ISO/IEC 27001:2013, FADGI, and DoD CUI directives, producing metadata-rich, OCR-enabled PDF/A, TIFF, or JPEG files ready for digital libraries and cloud ECMs.

All projects are executed in-house at our Fremont, CA facility, where we maintain full chain-of-custody control and adhere to national digitization benchmarks. Our workflows follow FADGI, HIPAA, ISO 27001, and Controlled Unclassified Information (CUI) standards standards, ensuring safe, secure, and standards-aligned results. Whether you’re rescuing decades-old legal ledgers, engineering drawings, university collections, or enterprise backfiles, eRecordsUSA delivers preservation-grade document scanning that safeguards the past and powers your digital future.

Top Scanning & Conversion Services

⭐ What Our Clients Are Saying: Real Results, Real Reliability

At eRecordsUSA, clients across libraries, museums, archives, academic institutions, and government agencies trust us with their most fragile and valuable collections. We don’t just scan—we preserve history. From non-contact scanning to metadata-rich indexing, we deliver digital archives that are as accurate as they are accessible.

Want to See How We Compare? Let us quote your next digitization project and show you why we’re trusted by leading institutions nationwide.