Digitize Government Records with Confidence

Why Agencies Move to Digital Records

Aging paper slows daily work and strains retention rules. Staff lose time tracking files across storage rooms. Pulling documents for FOIA and citizen requests takes longer each year. Paper also adds risk because it offers no real disaster recovery.

The digitization of government records creates stable access, cleaner retrieval, and clearer oversight. It also reduces long-term storage costs compared to maintaining legacy systems and old hardware. Modern files support transparency and steady service for the public.

Land and deed records

Marriage and birth certificates

Court filings

Historical archives and microfilm collections

Tax, zoning, and permit documentation

Security and Compliance Built for Public Agencies

Government teams need tight controls on every file. RDS protects each step of the process with a documented chain of custody and strict handling rules. Our work follows HIPAA and FOIA requirements so agencies stay aligned with state and federal expectations.

We add detailed metadata and audit trails for clear accountability. All data moves through encrypted channels, and access stays limited to approved staff only. This approach keeps sensitive records stable, traceable, and ready for review at any point.

Digitization That Fits Your Existing Systems

Agencies need files that load cleanly into current platforms. RDS aligns each project with major records management and land records systems so staff avoid manual fixes later. We structure indexing for fast search and accurate retrieval.

Our team tests compatibility before rollout. This protects data during import and export and gives agencies a clear path from paper to stable digital access tied directly to daily operations.

A Clear Process for Public-Sector Digitization

Agencies need a workflow that is steady, predictable, and easy to follow. RDS uses a defined process that removes guesswork and keeps projects on track from day one.

Our approach:

• Start with a consultation and needs assessment.

• Run a pilot or sample scan to confirm quality.

• Move into full-scale digitization of government records with strict QA.

• Coordinate with vendors to validate file formats and indexing.

• Provide digital storage recommendations for long-term access.

Examples of How Agencies Use RDS

 Here are examples of what agencies aim to solve with RDS as their partner:

• A county clerk’s office needs to move decades of microfilm into searchable PDFs to speed up public requests.

• A property office plans to digitize historical deeds and place them on a public web portal.

• A state agency wants a multi-department project aligned with existing statewide systems.