Federal Documents Scanning Near You
Over 100 Five-star Reviews • 20+ Years of Experience • Serving the San Francisco Bay Area, California
eRecordsUSA delivers secure, high-volume document scanning and archiving services for federal agencies, state departments, and local municipalities across the San Francisco Bay Area. From our Fremont, CA facility, we help government offices reduce physical file storage, improve FOIA response times, and meet evolving federal records management mandates.
As a minority- and woman-owned certified California small business, we operate under NARA-aligned, HIPAA, FERPA compliance. All digitization is performed 100% in-house, with no third-party outsourcing, ensuring full control and data protection across every stage.
We scan, index, and convert federal records into searchable, metadata-tagged digital formats, enabling instant access, audit traceability, and integration into SharePoint, and FOIA response systems.
Fremont-Based Facility with Closed-Loop In-House Processing
Digitization Standards Aligned with NARA, FERPA, HIPAA, and FIPS
Bulk OCR Imaging + Searchable PDFs, TIFFs, and Structured Load Files
Support for Records from Federal Courts, Health Agencies, Transportation, HUD, and More
FOIA Readiness, Records Retention Compliance, and Digital Preservation
Free Consultation + Multilingual Support (English, Spanish, Mandarin, Hindi, Punjabi)
From Efficiency Gains to Regulatory Compliance - Digitize Government Records with Confidence
Public agencies manage records that impact legal rights, funding eligibility, infrastructure, and community access. At eRecordsUSA, we deliver government-grade digitization solutions tailored to the operational, legal, and archival demands of federal, state, and local institutions.
Our workflows adapt to each agency’s document types—ranging from case files and personnel records to zoning maps, infrastructure blueprints, and inter-agency communications—while ensuring full compliance.
eRecordsUSA – Certified Experts in Government Document Digitization
Eliminate Physical Storage Overhead
Digitize warehouse-stored records and filing cabinets into PDF/A, TIFF, or OCR-enabled PDF formats to reduce off-site storage costs and increase document lifespan.
Enable Fast, Searchable Retrieval
OCR and field-based indexing allow agency staff to retrieve records instantly—improving audit prep, legislative response, and records transparency.
Improve Accessibility for Distributed Teams
We deliver encrypted digital files compatible with SharePoin and other platforms—supporting secure access across departments and remote workforces.
Strengthen Compliance and Retention Alignment
We follow digitization protocols aligned with NARA’s Requirements ensuring readiness for audits, regulatory updates, and long-term digital preservation.
Structured Workflows. Compliant Outputs. No Outsourcing.
How Does eRecordsUSA Streamline the Federal Document Scanning Process for Bay Area Agencies?
eRecordsUSA executes high-volume federal digitization projects with precision, security, and policy compliance—all from our closed-loop Fremont facility. Our eight-step scanning workflow is designed specifically for Bay Area agencies, supporting federal, state, and municipal record management mandates
1. Consultation and Records Assessment
2. Secure Document Intake and Tracking
3. Document Preparation and Preservation Handling
4. In-House High-Resolution Scanning
5. OCR Processing and Metadata Structuring
7. Secure Digital File Delivery
6. Multi-Level Quality Control Review
8. Return or Certified Destruction of Paper Originals
From Fortune 500 Companies to libraries to the public sector
Trusted by Government Agencies for Secure Federal Document Scanning
From technology leaders to government agencies, eRecordsUSA is the scanning partner for organizations requiring high-resolution, secure, and scalable digitization of oversized materials.
Audience Segments We Serve
- Enterprise & Technology — Facility Plans, Engineering Diagrams & Archive Blueprints - Apple Inc., AT&T, BioMed Realty, Vantage Data Centers, Matson Navigation, Tesco Metering
- Engineering, Construction & Utilities — Schematics, Site Layouts & Technical Drawings - Tyco (TE) Connectivity, Southland Industries, Sandis Engineers, SALAS O'BRIEN, Bagg Engineers
- Government & Public Sector — Infrastructure Records, Permits & Oversized Documentation - City of Santa Clara, County of San Mateo, State of California – Department of Industrial Relations
- Libraries, Cemeteries & Historical Archives — Oversized Posters, Plot Records & Archival Files - Redwood City Library, California State Library, Alameda Public Library, Castro Valley Public Library, The Company of Military Historians, Southern Pacific Railroad History Center, Cypress Lawn Cemeteries, St. Mary Cemetery
- Education & Youth Services — Campus Layouts & Facilities Documentation - Kidango Schools, Stanford University, San Jose State University, Saint Andrew’s Episcopal School, Bellarmine College Prep, Palo Alto High School, Polytechnic School, St. Mary’s College of California
From Oversized Plans to Sensitive Case Files—We Digitize All Government Records
What Types of Government Records Can eRecordsUSA Digitize?
eRecordsUSA digitizes the full spectrum of records managed by federal, state, and municipal agencies—including classified documents, legacy archives, and oversized formats. Every file is scanned with metadata, indexed for public sector retrieval workflows, and delivered in formats that meet NARA requirements.
Record Types We Specialize In –
Trusted Locally. Proven Regionally. Built for Government Digitization
Why Do Government Agencies Trust eRecordsUSA for Secure Federal Document Digitization?
For over 20 years, eRecordsUSA has partnered with Bay Area public agencies to deliver secure, high-volume document digitization aligned with federal retention mandates, state transparency laws, and local operational workflows. From Fremont, we support public institutions across Peninsula, East Bay, South Bay, North Bay, and Santa Cruz County—ensuring scalable, compliant results.
1. Local Expertise with Federal Standards
Our ISO-certified, California Certified Based Business facility in Fremont serves agencies in Alameda, Contra Costa, Santa Clara, San Mateo, and Solano counties. We digitize municipal and regional records under strict protocols and metadata-driven workflows—ideal for towns, city clerks, planning offices, and county recorders.
2. Secure Compliance Without Outsourcing
All scanning is performed 100% in-house under strict protocols—protecting classified, confidential, and personally identifiable records from outsourcing risks. We support digitization for agencies in San Francisco with complete chain-of-custody.
3. Accessible, Inclusive, and Multilingual Operations
We support public-facing agencies serving diverse communities with a multilingual staff fluent in English, Hindi, Punjabi, Spanish, and Mandarin. Our facility is LGBTQ+ friendly, ADA accessible, and offers free parking—designed to support equitable government contracting and community responsiveness.
4. Transparent Processes for Public Sector Accountability
We provide upfront, volume-based estimates with no hidden costs. Our digitization workflows are customized for city councils, county clerks, public records units, and state departments—including metadata tagging that supports FOIA, Sunshine Law, and digital transparency mandates.
eRecordsUSA is 5-star rated on Yelp and Google, with satisfied government clients across San Francisco, Bay Area.
FAQs - Government Document Scanning
1. What’s the cost to digitize bulk government records by the box or page?
Pricing depends on document type, quantity, and indexing complexity. eRecordsUSA offers scalable per-box or per-page pricing, tailored to agency specifications and project scope.
2. Can you name files and structure folders to match agency classification systems?
Yes. We configure file naming conventions and folder hierarchies to align with your agency’s metadata schema, retention protocols, and digital filing structure.
3. Are scanned records legally admissible in court or regulatory audits?
Yes. All files are digitized using OCR, metadata tagging, and image validation methods that meet standards for legal admissibility and audit trail documentation.
4. What is the typical turnaround time for large-scale federal digitization projects?
Project timelines vary by size and complexity. eRecordsUSA offers expedited turnaround for government archives, with dedicated equipment and batch processing options.
5. Can you scan bound books, oversized ledgers, or fragile archival materials?
Yes. We use non-destructive, cradle-based scanners and large-format equipment to digitize sensitive archival items without compromising their physical structure.
6. Do you include document preparation like staple removal and page repair?
Yes. Our prep services include staple removal, page flattening, edge mending, and damage repair to ensure smooth scanning and image clarity.
Digitizing Government Records with Precision, Compliance, and Confidence
What Makes eRecordsUSA a Trusted Partner in Federal Document Digitization for Over 20 Years?
eRecordsUSA has over two decades of experience supporting federal, state, and municipal agencies in the secure conversion of analog archives into structured digital formats. Our Fremont-based team delivers high-volume digitization aligned with NARA, FADGI, HIPAA, and FERPA standards—ensuring full legal defensibility and metadata-rich file output.
We specialize in handling classified archives, retention-sensitive materials, and complex indexing requirements, including record sets with department-level hierarchies, historical annotations, and file classification codes. All scanning, processing, and metadata tagging is performed in-house at our Fremont, CA facility using government-grade imaging systems and controlled-access workflows. Each project is customized to meet your agency’s security protocols, file format preferences, and digital system compatibility.
From full agency digital transformation to targeted archive retrieval, our scalable workflows adapt to your volume, file structures, and retention schedule. Our clients choose us for our technical precision, clear communication, and proven reliability in high-stakes digitization projects.
Top Scanning & Conversion Services
⭐ What Our Clients Are Saying: Real Results, Real Reliability
Rated 5 Starts For Our Document and Book Scanning Services
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.