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Municipal Record Preservation Services for Small Towns—One Book at a Time

An easy, secure way for small towns and clerks to preserve and digitize records—without large budgets or on-site visits.

Whether you have one bound volume or a few boxes of deteriorating files, we make municipal record preservation services simple. You ship to us, we restore and digitize, and your records come back protected—along with clean digital files ready for access and long-term storage in Cyclone, RDS's secure digital vault.

Request a Preservation Kit
Speak to a Specialist

 

 
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Why organizations trust Revolution Data Systems

Trusted NationwideMunicipalities and archives across the country rely on us every day
Records 300+ Years OldFragile and historic documents handled with expert care
Secure, Insured ShippingRound-trip coverage so your records are protected door to door
Stored in CycloneDigital files accessible to your entire staff for years to come
 

Preserving Records Isn’t Always Simple

 
 

Limited budgets 

Full-scale vendor contracts aren't realistic for every office.

 

Aging, fragile records 

Pages yellow. Bindings crack. Deterioration doesn't wait for a budget cycle.

 

Concerns about shipping 

Sending irreplaceable materials to an outside vendor is a real concern.

 

No digital home for what you've preserved 

Even when records are scanned, they often end up on a shared drive with no structure, no long-term access plan, and no protection against format obsolescence.

You shouldn't have to choose between protecting your records and staying within budget.

Government Document Management

A Smarter Way to Preserve Records

Revolution Data Systems (RDS) built this process specifically for small towns, municipalities, and local archives. You don't need a large project budget or a full procurement cycle to get started. Our archive preservation services are structured around single books and small batches—so you can move forward without overcommitting.

Every project includes physical restoration, high-resolution scanning, and indexed digital files delivered into Cyclone. That means your first book doesn't just get scanned. It becomes the foundation of a digital archive your staff—and future staff—can rely on.

  • Affordable per-book pricing

  • A guided process from first contact to final delivery

  • Digital files stored in a secure, searchable vault built for long-term access

Start with one book. Plan the rest around your budget and timeline. Each project adds to your growing digital archive in Cyclone.

 
 

Simple. Secure. Proven.

How the Process Works

Step 1
Submit your request
Tell us about your records using the form below—what you have, their condition, and your timeline.
Step 2
We review and respond
We assess your needs and confirm next steps, including any special handling for fragile or historic materials.
Step 3
Receive your secure shipping kit
We send a protective case with packing instructions. No guesswork on how to prepare your records for transit.
Step 4
Pack and ship
Follow our guided process and use the prepaid label. Your records are tracked from the moment they leave your office.
Step 5
We preserve and digitize
Our specialists clean, restore, scan, and index your records. Every book is handled by trained staff.
Step 6
Records returned, digital files delivered—and stored in Cyclone
Your originals ship back safely. You receive organized digital files ready for access and search. Those files live in Cyclone, so your staff can retrieve any record quickly—and future clerks inherit an archive they can actually use.
Request a Preservation Kit
 

 What's Included in Your Preservation Project

Every project covers the full process—from the condition your records arrive in to the format your staff can actually use. Here's what's included as standard:

  • Physical restoration: Cleaning, repair, and stabilization of fragile or damaged materials before any scanning begins

  • High-resolution scanning: Each page captured at archival quality, appropriate to the age and condition of the record

  • File formatting: Deliverables available as PDF, TIFF, searchable PDF, or other formats based on your access needs

  • Metadata and indexing: Structured labeling applied where applicable, so records are organized and retrievable—not just scanned

  • Digital delivery and long-term storage: Files delivered into Cyclone, where they're protected against format obsolescence, accessible to authorized staff, and ready to grow as you add future projects

  • Return packaging: Originals packed and shipped back in protective materials to the same standard used for inbound transport

Not sure which options apply to your records? We'll work through that with you after your initial request.

 
Request a Preservation Kit
 

Your Records Are Safe Every Step of the Way

Secure transport
Records ship in a protective, padded case—locked and designed to minimize movement and handling stress during transit.
Tracked and monitored
Every shipment includes RFID tracking and is monitored throughout transit. Overnight shipping keeps handling time short.
Chain of custody
Intake is logged and documented from arrival to return. Every step in the process is recorded.
Expert preservation
Professional cleaning, deacidification, and physical restoration before any document scanning begins.
Handling records 100 to 300+ years old is part of our everyday work. Your materials receive the same level of care we apply to the most sensitive archive in our facility.
Speak to a Specialist

Designed for Small Communities Like Yours

This service isn't built for large county contracts or enterprise procurement. It's built for offices that need to move on small-town record preservation one step at a time.

Town and village clerks
Municipal offices
Local archives and records custodians
Counties with limited annual budgets

Even if you only need to preserve one book this year, this process is built for you—and every book you add builds toward a complete digital archive your office can depend on.

Preservation That Fits Your Budget

Large-scale government record digitization contracts aren't realistic for every office. This service is designed for the opposite.

  • Start with one book at a time—no minimum volume required
  • Plan projects annually to spread costs across fiscal years
  • No large upfront commitments or long-term service agreements
  • Every project adds to your digital archive in Cyclone, so your investment compounds over time
A note on funding
New York State offices may be eligible for grant funding
If you're in New York State, the LGRMIF grant program through the New York State Archives can help offset costs for eligible historic record digitization projects. Ask us about structuring your project scope—including Cyclone storage—for a grant application.

 

Common Questions About the Preservation Process

  • Yes. We send a purpose-built protective case with detailed packing instructions before anything is shipped. Every shipment is tracked, insured, and handled using overnight transit to minimize time in transit. We regularly receive records that are 100 to 300 years old through this process without incident.

  • Timelines vary based on the number of volumes, page count, and condition of your records. We confirm a projected turnaround after reviewing your submission—before any materials are shipped.

  • Let us know in your request, and we'll factor that into the intake process. Fragile materials receive additional handling instructions, specialized packing, and extra care during the physical restoration phase before scanning begins.

  • No materials ship until we've reviewed your request and confirmed next steps together. Nothing moves forward without your explicit sign-off.

  • Digital files are delivered in the format that works best for your office—typically PDF, searchable PDF, or TIFF. Files are stored in Cyclone, where authorized staff can search for and retrieve records at any time. If your system requires a specific format, let us know, and we'll accommodate it.

  • Yes. There's no minimum volume requirement. Many municipalities start with a single book, assess the results, and plan additional projects from there—each one adding to a digital archive that grows with your office.

  • Files stored in Cyclone are protected against format obsolescence, backed up with redundancy, and accessible to future staff—not just the clerk who was in the office when the project ran. Your archive doesn't disappear when someone changes roles or a hard drive fails.

 

 

Modernize Municipal Records Without Disrupting Daily Operations