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Document Scanning Near You

Over 100 Five-star Reviews • 20+ Years of Experience • Serving the San Francisco Bay Area, California

Welcome to the premier Document Scanning Services Company in San Francisco, California. We are a Certified Minority & Woman-owned Small business, based in Northern California, providing high-quality backfile conversion/scanning & digitizing services Specializing in a spectrum of digitization solutions, from legal document scanning to architectural drawing digitization, we cater to diverse industry needs.

We ensure 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 scanning services. Trust us to transform your paper archives into digital masterpieces, tailored to the dynamic pace of San Francisco’s thriving business landscape.

Need to Convert Paper Files and Documents To Digital? Securely scan important docs and save them to PDF, an email, a flash drive, or the cloud.

Over the years, we have provided clients with many custom solutions meeting their needs, whether you need to digitize tiny slides or large blueprints, we deliver high-quality scanning results consistently.

Preserve History. Unlock Access. Go Digital

A Small Business Delivering Big Results – As a small business, we take a very personalized approach to every single project. Valuing long-term relationships with our clients, we listen to your needs very carefully and pay close attention to the small details throughout your project to ensure the most accurate and high-quality results.

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eRecordsUSA – Trusted Choice for Large-Scale Archival Digitization

Collection-Aware Digitization

Our preservation specialists inventory every item, ranking each by physical condition, research demand, and institutional value. Fragile or at-risk volumes are scheduled first, minimizing handling cycles.

Tailored Project Architecture

Every collection is different. We align scanner type, image specifications, QC checkpoints, and metadata schema to your exact mix of formats and curatorial objectives—delivering FADGI-aligned output without wasted budget.

Scholarly & Archival Integrity

Library-science–trained technicians capture pagination, marginalia, and foldouts in situ, then package files with Dublin Core or MARC-ready metadata for seamless ingestion into ILS, DAMS, or institutional repositories.

Decades of Institutional Trust

University libraries, state archives, Fortune 500 legal departments, and public agencies rely on us for chain-of-custody security, privacy compliance, and production throughput that keeps capital projects on schedule.

Step-by-Step Workflow

How Does eRecordsUSA Digitize Your Documents?

Our ISO-certified workflow is engineered for speed, accuracy, and end-to-end security—ideal for organizations processing anywhere from a few thousand to several million pages. Every phase is handled by trained specialists on commercial-grade equipment inside a strictly controlled environment. This cradle-to-cloud process turns paper liabilities into high-value, searchable assets—delivered on time, on budget, and in full compliance with your industry’s strictest standards.

1. Pre-Intake Assessment

We inventory each box or batch, recording format, fragility, and handling requirements so office files, microfilm, or brittle archives receive the right level of care.

2. Gentle, Preservation-Grade Capture

Cradle, overhead, and flatbed scanners—never rollers or sheet feeders—digitize bound books, engineering drawings, and fragile manuscripts without stress on spines or paper fibers.

3. Controlled Imaging Environment

Clean rooms with calibrated optics and cool LED lighting meet FADGI imaging targets, safeguarding color fidelity, tonal depth, and fine detail.

4. Archival-Quality Output & Metadata

We export to PDF/A, TIFF, JPEG, or mixed formats, then layer in high-accuracy OCR, indexing fields, and standards-based metadata for seamless retrieval and compliance audits.

5. Post-Scan Preservation Guidance

Our team supplies best-practice recommendations for rehousing, climate control, and long-term storage to protect originals after digitization.

6. Multi-Stage Quality Control

Each image passes clarity, completeness, and metadata checks before final approval, ensuring audit-ready files for regulatory, legal, or institutional systems.

7. Secure Digital Delivery

Encrypted links, SFTP, Google Drive, or your private cloud—files arrive folder-structured and ready for immediate use across your organization.

8. Certified Shredding (Optional)

When retention policies allow, we can provide chain-of-custody destruction certificates, eliminating storage costs while maintaining full confidentiality.

NEWSPAPER DIGITIZATION FOR LIBRARIES, ARCHIVES, CULTURAL INSTITUTIONS & MORE

Who Trusts eRecordsUSA With Their Records?

Our ISO-certified, chain-of-custody workflows adapt to each industry’s regulatory playbook—HIPAA for healthcare, FERPA for schools, FADGI for cultural heritage, and NIST best practices for public agencies. From fragile archival journals to 30,000-sheet engineering plan sets, we scale precision imaging to your collection’s format and compliance demands—delivering searchable, audit-ready files on time and on budget. Here’s a snapshot of the sectors and marquee clients that rely on us for secure, high-volume digitization:

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Industries & Clients We Serve

  • Education — Student Records & Yearbooks – Stanford University · Palo Alto High School · Bellarmine College Prep · The Potomac School · Notre Dame High School · Saint Andrew’s Episcopal
  • Healthcare & Life Sciences — EMR Backfiles, Lab Notebooks – Kaiser Permanente · BioMarin · Howard Hughes Medical Institute · GigaGen · Stanford School of Medicine · Vaxart
  • Cultural Heritage — Rare Books & Museum Archives – California State Library · Computer History Museum · Golden Gate Bridge Archives · Rosicrucian Egyptian Museum · Campbell Historical Museum
  • AEC & Manufacturing — Blueprints & Large-Format Plans – Apple · Lockheed Martin · Golden Gate Bridge District · TE Connectivity · Dow Chemical · Sandis Engineers
  • Government & Public Sector — Active & Historic Files – National Park Service · City of San Mateo · Alameda County · California State Library · Golden Gate Bridge District · Staples (contract services)

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.

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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
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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
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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.

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⭐ 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.