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Archive Scanning Services for Historical Document Preservation

Your archives contain many valuable documents.

Some may be old and fragile, some rare and one-of-a-kind, some may be stored as loose sheets of paper, and others as bound books.

Whether they are old business records or archived copies of publications, government records such as geological maps or building blueprints, these documents must be digitized to preserve them and mitigate the risks of losing valuable information due to aging, theft, or natural disasters.

At Revolution Data Systems (RDS), we specialize in preserving historical archives using our archive scanning services. Our team handles every document with the care it deserves, converting physical records into secure, searchable digital files that will stand the test of time.

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We're preserving a slice of history, one document at a time! Talk to RDS for world-class archival scanning & preservation

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Archival Scanning & Preservation: Safeguarding Legacy Records

Safeguard & Retain Legacy Information

Archival document scanning makes legacy information available and accessible to future generations—with appropriate safety, security, and precautions to preserve the originals.

 

Disaster-proof Archived Documents

We digitize physical documents and consistently back up electronic copies on the cloud. We also take measures to preserve the originals for as long as possible.

 

Comply With Retention Regulations

Government institutions that store historical archives or valuable public records must comply with statutory retention policies. Digital copies make it easier to adhere to retention policies and demonstrate compliance at a moment's notice.

 

Save Labor and Storage Costs

Digital documents save space in government offices and cut expensive real estate costs. They are also easier to manage, so you save on administrative staff costs for archiving. Organizations that invest in digital archive conversion consistently report significant reductions in physical storage overhead.

 

Safe & Professional Handling

Trust our skilled scanning technicians to handle your precious documents with special care. They are trained to follow best practices to ensure the safety and security of your documents throughout every stage of the process.

 

Customized Scanning & Preservation Solutions

We have designed customized scanning and preservation solutions to meet the unique archive scanning needs of government departments, historical societies, institutions, and enterprises.

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The Importance Of Archival Scanning Services

Historical archives contain valuable information. While we want this information to be available to scholars, researchers, and students who need it, we also have a responsibility to retain these valuable originals for as long as possible.

Archive digitization helps us solve this challenge. By scanning the originals, we can make digital copies available to those who need to use the information—and by using specialized preservation techniques, we can retain the precious originals for as long as possible.

And even if an original document degrades over time or is lost due to an unavoidable natural event such as a fire or flood, we still have electronic copies available, so the information is not lost.

Archival scanning services are also a key component of modern records management strategies. Organizations that digitize their archives gain faster document retrieval, reduced physical storage requirements, and the ability to meet regulatory retention requirements with confidence.

Archive scanning services are vital to preserving our cultural heritage, retaining valuable information, and fulfilling our responsibility to pass on our informational legacy to future generations.

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Specialized Archival Scanning Solutions

We have helped many organizations preserve their historical informational heritage by offering specialized archival scanning services.

We handle each precious document with the utmost care, ensuring it remains in perfect condition throughout the scanning process.

Historical document digitization

Fragile and aging records require special handling. Our team is trained to digitize historical documents while maintaining archival quality—preserving every detail of the original without causing further deterioration. RDS document scanning services are built around protecting what matters most.

Large-scale archive digitization projects

High-volume archive scanning projects require proven workflows and experienced project management. Whether you are converting decades of filing cabinets or an entire institutional archive, we have the capacity, equipment, and expertise to deliver on time and on budget.


Searchable digital archives

Scanning alone is only part of the picture. We make your records truly useful by converting scanned images into machine-readable, fully searchable text using advanced OCR technology. Combined with our indexing services, your digital archive becomes a powerful retrieval tool—not just a storage solution.

We recommendOpenText AppEnhancer, a secure content management system you can deploy in the cloud or on-prem to house and manage your digitized archive. Archive scanning services often integrate with document management systems and secure cloud storage platforms to create centralized digital archives that improve accessibility, regulatory compliance, and long-term document preservation.

Secure document handling

Your documents never leave our control unprotected. Our facility is equipped with 24-hour surveillance, enhanced security alarms, smoke detection systems, and temperature control. Every box is tracked throughout the project, and we can provide any document in electronic form within 30 minutes if needed before project completion.

If your records cannot leave your premises, we offer an onsite scanning service where our team comes to you.

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Types of Documents We Scan & Preserve

We are equipped to handle a wide range of historical documents and archives.

We can digitize and preserve a variety of materials, including individual sheets of paper, files and folders, bound books, and large-format or odd-sized documents:

  • Historical land records

  • Publications, books, and journals

  • Geological maps and surveys

  • Building blueprints

  • Architectural drawings and schematics

  • Citizens' vital records

  • Court judgments and sentences

  • Student records

  • Archived financial records for businesses

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Who Benefits from Archive Scanning Services

Archival document scanning is not a niche service—it is a necessity for any organization responsible for managing historical or legacy records. The following sectors rely on archive scanning to protect their information assets and improve operational efficiency.

Government agencies manage enormous volumes of public records, from land registries and permits to court documents and vital statistics. Archive digitization services help government bodies meet retention mandates, improve public access, and reduce the cost of physical storage.

 Libraries and archives are natural beneficiaries of historical document scanning. Digitizing rare and fragile collections protects irreplaceable materials while making them more accessible to researchers, students, and the public.

Healthcare organizations maintain patient records, clinical studies, and administrative files that span decades. Converting legacy paper records to searchable digital archives streamlines retrieval, supports compliance, and reduces physical storage burdens.

Educational institutions generate and retain records across generations of students, faculty, and research. Records digitization helps schools, colleges, and universities modernize their document management and protect long-term institutional knowledge.

Legal organizations depend on the integrity and accessibility of case files, contracts, and court records. Digital archive conversion ensures these documents remain retrievable and protected against physical loss.

Corporate records departments across all industries maintain contracts, financial records, HR files, and operational documents that benefit from structured archive scanning and digital management.

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Our Archive Scanning Process

We have developed a well-defined, proven methodology for archival scanning and document preservation. Highly skilled and qualified Project Managers execute the entire project in close coordination with client representatives.

We first understand your project requirements, depending on the condition and volume of documents in your archives.

We then follow our scanning project process to convert all documents into digital copies. This starts with the pickup and secure transportation of documents to our scanning facility. If you prefer, we can organize an onsite scanning service where we send a team and equipment to your premises so your valuable documents don't leave your building.

After scanning, we perform a quality check and send any illegible or low-quality scans for image enhancement or a rescan.

We use OpenText Intelligent Capture, an automated data capture solution that accurately captures critical data, creates machine-readable text, and indexes documents for full searchability.

We then move on to preservation techniques to extend the lifespan of the original physical documents.

This includes:

  • Cleaning accumulated dust, removing tapes, clips, or staples, and cleaning residues such as glue

  • Repairing any damage to the documents, such as mending tears and removing creases or stains

  • Deacidifying documents to enhance the life of the paper by adding an alkaline buffering agent that prevents further deterioration

  • Binding loose papers into custom binders or book covers that offer perfect protection for each type of record

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10 Questions to Ask Your Prospective Scanning Provider

Documents that power your business hold invaluable information. You want to make sure they are always in the right hands.

So, it's critical to choose a document scanning provider you can trust. But how do you find the right partner for your scanning project?

Introducing the Ultimate Checklist for choosing your document scanning provider.

Answer 10 simple questions to pick the right vendor. And say goodbye to endless hours spent evaluating scanning providers!

Download the checklist now and make the right choice for your scanning project.

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Preserve Informational Legacies with Secure & Affordable Archive Scanning & Preservation Services

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Scanning Project FAQs

  • Archive scanning is the process of digitizing physical historical or legacy documents—such as paper records, bound books, maps, and blueprints—and converting them into high-quality digital files. These files are then organized, indexed, and stored in secure digital systems for long-term preservation and easy retrieval.

  • Archival document scanning protects historical documents in two key ways. First, it creates a secure digital copy so that the information is never lost to physical degradation, fire, flood, or theft. Second, the scanning process itself is paired with professional preservation techniques—including cleaning, deacidification, and rebinding—that extend the life of the original documents.

  • We can digitize a wide range of record types, including historical land records, publications, geological maps, building blueprints, vital records, court documents, student files, and archived financial records. If your collection includes large-format or bound documents, our team has the equipment and expertise to handle those as well.

  • Project timelines vary based on the volume, condition, and complexity of your documents. After an initial assessment, your dedicated Project Manager will provide a clear timeline and keep you informed throughout. Most projects are completed efficiently without disrupting your day-to-day operations.

  • Yes. We use advanced OCR technology and indexing services to convert scanned images into machine-readable, fully searchable text. Your digital archive can be searched by keyword, date, document type, or any other index field you require.

  • Security is a priority at every stage. Our facilities feature 24-hour surveillance, enhanced security alarms, smoke detection, and temperature controls. We track documents throughout the project and provide onsite scanning for collections that cannot leave your premises. Digital files are stored and transferred using secure, compliant protocols.

 Why Choose RDS for Archive Scanning?

Not all scanning providers are equipped to handle fragile, aging, and one-of-a-kind records. RDS brings decades of experience in archival document scanning across government, institutional, and corporate collections—with technicians trained in best-practice preservation techniques that protect your originals at every step.

Our secure, monitored facilities maintain strict chain-of-custody tracking throughout every project, and our onsite scanning option means collections that can't leave your premises never have to.

Advanced OCR and indexing make every document fully searchable, and we integrate with leading document management systems so your digital archive fits seamlessly into the way your organization already works.

When the records are irreplaceable, the partner you choose matters.

Ready to Preserve Your Archives?

Your historical records deserve more than a filing cabinet. Whether you're managing a government archive, an institutional collection, or decades of business records, RDS has the expertise to digitize, preserve, and protect what matters most.

Request an Archive Scanning Consultation

For more information, explore ourdocument preservation services, learn about digital preservation software, or contact our team to schedule an archive scanning consultation.