Government Document Scanning & Records Management
Secure digitization for federal, state, county, and local agencies: paper, microfilm, microfiche, and legacy data.
Your agency is sitting on records — rooms of paper, shelves of microfilm, and a legacy system nobody can easily pull files out of anymore. Public records requests still have to be answered, retention rules still apply, and the storage isn’t getting any cheaper.
That’s what we do. BMI converts your analog and legacy records into secure digital files, gets them into the systems you already use, and gives your staff and the public a faster way to find what they need. We work within government budgets, timelines, and purchasing rules, so the project fits the way your agency actually buys.
Find your department
Pick the page built for your work — each one gets into the specific records and systems your department deals with.
Courts
Case files, dockets, exhibits, and confidential court records. Go here →
Planning, Building & Community Development
Permits, plans, and property files the public asks for every day. Go here →
Law Enforcement (Police & Sheriff)
Reports, evidence records, and CJIS-regulated data. Go here →
Land Records (Recorders, Clerks, Assessors)
Recorded deeds, maps, and assessment records, including microfilm. Go here →
Don’t see your department?
We work with any agency that needs records converted. See examples on our Other page. Go here →
Not sure where you fit? Get a free records assessment and we’ll point you in the right direction.
What we do for government agencies
Most agencies need a mix of these, not just one. Here’s the short version of what we handle:
- Document scanning & retrieval — public records, court files, land records, and research documents, plus non-public records like health, financial, and confidential court files.
- Microfilm & microfiche conversion — turn aging microfilm and microfiche into searchable digital files. (Not sure what you’ve got? That link breaks down the types.)
- Archival microfilm creation — eye-readable, archival-format microfilm for compliance and long-term preservation requirements.
- Legacy data migration — move files and images out of old systems and into your new one.
- Digital indexing & data entry — naming and organizing files at scale, sometimes tens of millions of records.
- Cloud-based document management — including Digital ReeL, our secure hosting app for accessing records online.
- Workflow & business process automation — so the records actually move through your office the way they should.
- Backup & disaster recovery — a secure copy so a flood, fire, or failed drive doesn’t take your records with it.
How your agency can buy
Purchasing is usually the part that slows a project down, so we make it simple. We hold a CMAS agreement (3-26-05-1073) as well as multiple competitively awarded contracts that include cooperative agreement (“piggybacking”) language.
Tell us your purchasing situation and we’ll work out the path that fits your agency, so you can focus on the project, not the paperwork.
Handle criminal justice data? We’re a CJIS-listed vendor, so that’s covered too.
How a Project works
- Assessment. We look at what you’ve got (formats, volume, condition) and what you need at the end.
- Scope & contract. We build a clear scope and price, and set it up through the contract or purchasing vehicle that fits your agency.
- Scan & index. We convert and organize your records under a secure, tracked chain of custody.
- Delivery. Files get delivered on USB or SFTP, or right into Digital ReeL for online access — ready to use.
What government clients say
➡️ Davidson County Register of Deeds, TN
“Our images are more legible and we’re going to effectively eliminate the physical film from our day-to-day search and retrieval efforts. The days of telling clients that we cannot provide the information because it is illegible are all but over.”
— Steve Moore, Chief Deputy of Information Technology
Read the Davidson County case study →
➡️ Lancaster County, NE
“BMI has been a great partner throughout our multi-phase digitization project. From the initial scoping through execution, the process was smooth and well-supported. Their team was responsive, knowledgeable, and made it easy for us to understand how to use Digital ReeL effectively. As a result, our turnaround time for records requests has improved significantly — our staff can now quickly access case information while maintaining secure, controlled access where needed. Overall, it’s been a very positive experience working with BMI. The team at BMI truly made me feel like a partner in the venture instead of a number. I was heard, my questions considered and answered both thoughtfully and promptly, and everyone I had the good fortune to work with, from Bernard in shipping to Brad at the VP level, worked with me to create the digital record we needed. I highly recommend BMI to anyone considering digitizing their records.”
— Nicole Miller, Deputy Clerk for District Court
➡️ San Juan County Treasurer’s Office, UT
“BMI made the digitization process easy from start to finish. The project was completed much faster than we expected, and the quality of the scans has been great. What used to take hours searching through physical records can now be done in seconds — we can quickly look up names and find what we need right away. Overall, it’s been a very helpful and efficient solution for our office.”
— Marty Shupe, Deputy Treasurer
➡️ County of San Benito, CA
“We are extremely pleased with our experience with BMI. They not only completed our project smoothly and on time, but they also delivered exceptional, high-quality digital images that perfectly met our needs. Their expertise was evident from start to finish, and the final results provided excellent value. We would absolutely work with them again.”
— Ana De Castro Maquiz REO, Chief Deputy Clerk-Recorder-Elections
➡️ San Luis Obispo County, CA
“I have been with San Luis Obispo County for over 30 years. BMI Imaging is an A+ vendor and the best one I have worked with. The team was near instant in their responsiveness, they collaborated with us throughout the entire process and were able to offer custom options unique to our environment.”
— Charron Sparks, Assistant Assessor
Frequently asked questions
How do government agencies digitize paper and microfilm records?
We receive your records and then we scan them — paper, microfilm, microfiche, aperture cards, large drawings — index them so they’re searchable, and deliver the digital files into your system or our Digital ReeL hosting app. The whole way, your records stay under a secure, tracked chain of custody.
Is BMI a CJIS-listed vendor?
Yes. We’re a Criminal Justice Information Services (CJIS) listed vendor, so we’re cleared to handle criminal justice data for police, sheriff, and court agencies.
How does our agency buy scanning services?
Three common ways: an open-market bid (contact companies, get quotes, choose a partner), a CMAS contract, or a cooperative agreement. Tell us how your agency prefers to buy and we’ll set the project up to match.
Which government departments do you work with?
Courts, planning and building departments, law enforcement (police and sheriff), and land records offices (recorders, clerks, assessors) — plus plenty of others. If your department isn’t one of those, we very likely still work with agencies like yours. Just ask.
How much does government document scanning cost?
It depends on what you have and what you need — volume, formats, condition, indexing, and how the files get delivered. The fastest way to a ballpark idea is to use our Project Price Estimator. Just enter a few pieces of info and you’ll have a number.
What happens to our records during and after scanning?
They stay under a secure, documented chain of custody from the moment we pick them up. After scanning, you tell us what you want done with the originals — returned, stored, or securely destroyed. Your call, every time.
Can our staff and the public access the digitized records online?
Yes. Digital ReeL, our secure hosting app, lets your staff — and the public, where appropriate — search and pull records from a browser instead of digging through file rooms or microfilm readers.
Do you convert microfilm and microfiche, and can you create archival microfilm?
Both. We convert microfilm and microfiche into searchable digital files, and we can also create eye-readable, archival-format microfilm when a compliance or preservation rule requires a film copy.
Helpful Resources
Just getting started on your digital conversion? These are good places to learn more about scanning projects:
- BMI blogs — plain-language articles about paper scanning, microfilm conversion, secure processes, and more.
- The Digital Imaging Channel — our YouTube channel that gives you long-form videos and shorts all about digitization projects.
- Project Estimator — before talking to anyone, you can see what your project may cost with our estimator tool. Great as a starting point.
Ready to get your records out of the file room?
Tell us what you’re working with and we’ll handle the rest: scope, purchasing, scanning, and delivery.
Clients:
Trusted by government agencies across the country.
