Digital Scanning And Document Management Solutions For Land Records & Vital Records

It’s up to you as Recorders, Clerks, Assessors, and Registers of Deeds to maintain the integrity of public records. Our document conversion and management solutions help you carry out this important duty while providing easy and flexible record retrieval options. From high quality book or vital record scanning to data acquisition and document management integration with existing applications, we can help you meet the unique requirements of your office.

Hard copy scanning, microfilm conversion, and digital-to-digital legacy data migration are some of the services you may need as you continue to improve your office’s record management system.

Take a look at our “Digitally Preserving Historical Land Records” article for a more thorough read into digital scanning and preservation.

Digital Solutions

  • Paper scanning: maps, photostats, bound volumes, grantor/grantee indices and vital records
  • Large volume back-file document conversion either on-site or at one of our two document conversion facilities
  • Optical Character Recognition (OCR) service, converting image-only datasets to text searchable repositories
  • Document capture and data acquisition for integration with existing electronic recording systems (e.g. Tyler, Anthem, Manatron, Fidlar, Cott, Hyland OnBase)
  • Digital image output formats include PDF, PDF/A, JPG, TIFF and GIF
  • Full suite of secure digital imaging processing, indexing, and data entry capabilities
  • Redaction services for DoB, SSN, DL etc.
  • Our Digital ReeL solution provides affordable and practical solution for infrequently accessed records that continue to be archived on physical microfilm
  • Any microform can be converted: microfilm (16/35mm roll film), 3M cartridge film and microfiche (jacketed, COM, aperture cards)
  • Digital image output formats include PDF, PDF/A, JPG, TIFF and GIF
  • Image enhancement (e.g. adjustable grayscale), indexing and data entry capabilities
  • Microfilming and archive writing to microfilm to meet legal and compliance requirements
  • Avoid the need for more storage hardware or IT resources when scanning old records by hosting historic vital record, official record and index applications at BMI’s secure data center
  • Avoid the risk of fire, water damage, break-ins, etc. with digital record copies that are backed up and stored at several offsite locations, providing a means to recover your data in the event of a disaster
  • Easy retrieval of scanned PDF and TIFF records by internal staff and/or the public from the Internet (e.g. link application access to your web-site)
  • No software licensing charges, maintenance fees or internal IT resources required
  • Public access to all or some official datasets as determined by department
  • Host primary or second data copies for immediate online retrieval at secure data center
  • Manage digital images within existing recorder system applications
  • Integrate old records and enable microfilm and historical images and data to be accessible through your current recording system
  • Eliminate the need to train users on a new system and make it easy for users to access all department information from one interface

Additional Information

If you’re looking for some more information to help you along your digital conversion decision journey, below are some recommendations:

“AB-1466 & Restrictive Covenant Language” provides an overview of the new law and how we can help you comply.

“Traditional Microfilm Conversion vs. Digital ReeL” is a comparison between a standard film scanning project (PDFs, TIFs, etc.) and our Digital ReeL solution.

“Legacy Data Migration” covers the topic of converting and migrating your data and images from an old system to a new one.

“Digitally Preserving Historical Land Records” gives you an overview of digitally scanning and converting your land records (and official and vital records) to an electronic format for content preservation and more simple file access.

“Microfilm Digital Archive” is our microfilm creation solution if you need to maintain a physical copy of your digitized records.

Case Study | San Luis Obispo County Clerk-Recorder, CA

“The sheer volume of data that we had converted would have required a significant investment in servers, storage and the IT administrative resources to manage an internally deployed system. The County was able to eliminate the need to worry about the technical management of the solution by outsourcing the entire operation to BMI.”

– Julie Rodewald | County Clerk-Recorder

Read the SLO County case study!

Case Study | Pitkin County Clerk and Recorder, CO

“When we reviewed the Digital ReeL solution, we found the price very appealing. It was cost effective, practical and enabled us to digitally convert our entire set of records, thus relieving our staff and the public of having to deal with large historical books and microfilm.”

– Linda Gustafson | Chief Deputy

Read the Pitkin County case study!

Case Study | Alameda County Clerk-Recorder, CA

“Digital ReeL proved to be a practical, easy to install and maintain solution for us. Our legacy records from 1850-1970 are infrequently accessed and Digital ReeL proved to be the best solution for digitizing these records.”

– Mathew Eates | Archives Librarian

Read the Alameda County case study!