Records Management Services for Clerks of Court

Clerks of Court bear the responsibility of safeguarding official records in their county or parish.

Our services are the practical solution that preserves the integrity and longevity of these records. From efficiently scanning land records to expertly redacting sensitive information such as social security numbers and dates of birth, we've gained the trust of hundreds of clerks in facilitating the transition to digital offices.

Join the growing number of clerk offices embracing the convenience and reliability of our services, making the move from traditional record-keeping to a more efficient and secure digital environment.

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Our Services

Scanning

No matter what type, condition or size record your office has, we have scanned it many times over.

Preservation

We make your old record books new again with our book preservation services.

Indexing

We index your records just as your deputies would before importing them into your system of record.

Redaction

We redact sensitive information from your records to ensure that your office remains compliant.

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Our Process

We collaborate closely with clerks and their staff to shape a comprehensive, long-term vision for their office. Our approach involves conducting a thorough survey of their current records management practices, enabling us to identify strengths and areas for improvement. Together, we establish strategic goals aimed at digitizing and preserving every record type within the office.

This tailored plan ensures a smooth transition to digital processes, fostering efficiency and enhancing the overall effectiveness of records management.

Beginning around 2000, clerks began digitally managing their court records with software from a variety of vendors. Each state has a few vendors dominating the market share for different record types. Our home state of Louisiana, for example, Cott Systems, Delta (Harris), Tyler, and Software & Services make up over 80 percent of the market.

We have built relationships with all the major software vendors to enable a smooth transition from paper records to digital files. These relationships ensure that the images we scan for your office are formatted and indexed correctly for ingestion into your system of record.

Compliant Government Document Management Solutions

Secure, Compliant Government Records Management Solutions

Government agencies have high stakes in data security and regulatory compliance. Stringent regulations demand that entities meticulously protect sensitive information and adhere to data protection laws. Comprehensive government management software meets these stringent requirements by ensuring robust data security measures and facilitating regulatory compliance.

Robust Data Protection
Our government document management software minimizes the risk of unauthorized access and data breaches, safeguarding the integrity of stored information through advanced security protocols.

Compliance Made Simple
Our OpenText AppEnhancer software simplifies adherence to complex regulations, provides tools for efficient document tracking and version control, and facilitates audits with comprehensive logging and reporting features.

Transparent Document Lifecycle Management
Records management software for government, with features supporting transparent document versioning and lifecycle management, enables agencies to maintain a secure, auditable record trail, ensuring transparency and accountability in document handling.

By integrating a government document management system, government agencies can achieve enhanced data protection, streamline compliance processes, and maintain the integrity and transparency of document management operations, which is crucial for trusted public service.

Secure your agency’s future today!

We help with any record type you can find in a clerk’s office

Some of the types of records we can help you with are:

Mortgage/Conveyance records
Deeds/Deeds of Trust
Marriage records
Probates
Vitals
Cemetery records
Case files
Support/non-support records
Plats
Newspapers
Wills
Military discharge records

Once we have an agreement in place, we begin production at one of our secure document scanning service bureaus or at your office. Our fleet of production scanners and scanning software handles millions of documents each month. While records are in our custody, we provide digital copies of records through a document request line to ensure that your researchers aren’t slowed down during your project.

After scanning, your digital images go into post-production where operators run quality assurance checks on every single image to ensure that each page was captured correctly. Once all images are checked, we return your documents and deliver the digital images to you and your software provider for upload.

Flexible options for scanning projects

In a perfect world, a clerk’s office has an unlimited budget and can digitize its entire collection of records in one fell swoop. In the real world, clerks must work within their budget to methodically scan as much as possible each year.

We create a custom plan for your office where we scan based on a monthly or annual budget until the project is complete. Once a contract has been signed, we can throttle up or down based on your unique situation.

Indexing services

After a record is scanned, it needs to be indexed correctly to be useful. Indexing projects begin with us learning your indexing practices and creating a standardized set of rules if they do not already exist. This step can take a great deal of time but is essential to the success of a project. We have seen many offices reindex documents because great care wasn’t taken during this critical step.

To create an extra layer of security, we often provide a sample of index data to get a final sign off before pressing “go” on an indexing project. After indexing is completed, we work with your software vendor to ensure your records are uploaded properly and are fully usable.

Redaction services

To better serve constituents, clerks’ offices provide public access to their records online. Before uploading records, clerks must redact sensitive information like social security and credit card numbers.

We redact millions of documents every year for clerks’ offices. We take your digital database of records and redact all sensitive information. Our team utilizes leading document redaction software and manual redaction where our operators search each page for missed information like handwritten ssn’s. After completing a redaction project, we send the redacted images to your software vendor for upload to your system.

Preservation services

Many important government documents still exist only in paper form, and a large majority of government processes rely on printing, signing, faxing, and mailing physical documents. However, paper documents are fragile, and are subject to wear and tear with many years of use. They are also prone to natural deterioration over time and are at risk of being damaged or destroyed due to natural disasters or calamities.

RDS’s document preservation services reverse the damage already done, stabilize the documents to arrest future deterioration, bind them carefully in protective binders, and store them in facilities appropriate for long-term retention.