Government Records Scanning

City, Town and Village Clerk Offices

We specialize in the conversion of historical paper documents to Group IV TIFF and/or PDF files always at resolutions of 300 dpi or higher. Full Text OCR Search or detailed indexing is also provided.

As the Florida Department of State recently approved the acceptance of the Portable Document Format (pdf) file type in addition to Tagged Image File Format (tiff) file types for electronic recordkeeping. ADS provides file conversion services to entities migrating to this additional standard.

• Agendas
• Minutes
• Resolutions
• Ordinances
• Other Historical Records – Supplemental Committee Documents
• Newspaper Clippings
• Contracts & Agreements

Growth Management and Building Departments

We have provided conversion services to over 100 Building and Growth Management Departments within the states of Florida and Georgia. We operate three shifts using five wide format scanners and 25 small format production scanners to accommodate our clients’ conversion deadlines. Our scan operators are fully trained and skilled in the conversion of small and wide format print and paper conversion to include Color, Black and White, Stock Paper and Mylar print scanning. We scan to any standard file format at all required resolutions. Further, we integrate with most Records Management Systems and are trained to assist in index naming conventions consistent with current retrieval methods and “best practice” indexing schemes within the government sector.

• Building and Other Permit Documents (Plumbing, Mechanical, Electrical, etc…)
• Application Files
• Elevation Certificates
• Certificates of Occupation
• Notice of Commencement Files
• Roof Mitigation Files
• Termite and Other Inspection Documents
• Occupational and Contractor License Files

Planning and Zoning Departments

We specializes in conversion services for both small and large Planning and Zoning Departments. We understand the challenges involved in the conversion of Historical Plat Maps to include color and grayscale scanning of older documents which have been manually annotated throughout the years. We are particularly sensitive to the historical and fragile nature of such documents and often utilize handling procedures to insure such records are not damaged during the conversion process. We also perform “make-ready” repairs to capture 100% of the available information when dealing with torn or damaged records.

• Plat Maps / Section, Township, Range Maps
• Variance Files
• Temporary Permits
• Board of Adjustment Files
• Plan Development File
• Preliminary Site Plans
• Land Use Plans
• Joint Planning Agreements
• Code Books

Code Enforcement and Police Departments

We have been providing conversion services to Code Enforcement and Police Departments for over a decade. We understand the record retention requirements for these government offices are quite different from most others. A Master File compared to a Complaint File obviously has different retention guidelines. Comparably, the same holds true with a Homicide File compared to a Grand Theft File. Within Police Records, files should also be categorized between Felony, Misdemeanor and Juvenile with different retention and security measures established. Accordingly, we design Folders / Directories, Index Schemes and Passwords so that such records can easily be archived off of Records Management Systems upon expiration. We scan to both pdf and tiff file format in full compliance with Florida Department of State Guidelines. We integrate with most Records Management Systems and are trained to assist in index naming conventions consistent with current retrieval methods and “best practice” indexing schemes within the government sector.

• Complaint Files
• Notice of Violation Reports
• Master Files
• Arrest Forms
• Incident Reports
• Investigative Files
• Traffic Citations
• Parking Tickets
• Dispatch Logs

Clerk of the Court

Within the Clerk of Court Offices, we realize that most records are historical and delicate. They often have infinite retention periods. We are particularly sensitive to the historical and fragile nature of such documents and utilize special handling procedures to insure such records are not damaged during the conversion process. We also perform “make-ready” repairs to capture 100% of the available information when dealing with torn or damaged records. In addition to paper records, we specialize in the conversion of data previously converted to Microfilm and Microfiche. We convert millions of such images annually at competitive prices and completely in-house.

• Tax Deeds
• Board Minutes
• Public Notices
• Criminal Records
• Civil Records