Land Records Document Scanning & Conversion For Recorders-Assessors

It’s up to Recorders, Clerks, Assessors, and Registers of Deeds to maintain the integrity of public records. BMI document conversion and management solutions help maintain the integrity of public records while providing easy and flexible retrieval options. From high quality book or vital record scanning to data acquisition and document management integration with existing applications, BMI can meet the unique requirements of your office. Even older books or microfilm you digitally scanned years ago may benefit from new scanning technology that includes better quality digital images and text-searchable retrieval options.

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

Document Management For Land Records Includes:

  • 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
  • Distributed, scan-on-demand storage/conversion solutions available, allowing for multi-year budget sensitive conversions
  • 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/Liberty, Aptitude OnCore)
  • 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.
  • Innovative Digital ReeL solution provides affordable and practical solution for infrequently accessed records that continue to be archived on physical microfilm
  • Microforms: 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
  • Replace, upgrade or add to an existing document management system
  • Indexing for all documents with unlimited amount of user-specified data (e.g. legal descriptions, parties, addresses)
  • Easily retrieve all land records, official records and vital records from a workstation using key words and full text-search
  • Meet legislative mandates to redact and remove Social Security numbers (SSNs) and other private information from public view
  • Manage digital images within existing recorder system applications
  • Integrate old records through DR-API, enabling microfilm and historical images and data to be accessible through 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


The County avoided costly IT infrastructure and management costs by hosting its information with BMI, enabling users from multiple locations to quickly access public records from the Digital ReeL web interface.

read more about the County of San Luis Obispo document management project


“Any vendor can provide digital microfilm scanning services. What separated BMI was the inclusion of hosted access to our records online through Digital ReeL.”

read more about the Kitsap County Clerk (Washington) document management project


As part of the procedures to continuously review and update public records, the County decided to digitally convert the microfiche and microfilm archive.

read more about the Alameda County document management project