What is Document Preservation?
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.
Government archives contain land records, court records, permits, maps, vital records, blueprints—and all of these must last a lifetime and beyond!
These documents need to be preserved because of their sensitive nature, historical importance, legal requirements, or compliance with retention policies.
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.
Document preservation is the art and science of preserving documents in their original format.
Document preservation techniques 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.
Benefits of RDS document preservation services for government bodies
Preserve valuable information
Document preservation safeguards historical documents and valuable records, making information available and accessible to future generations with due safety, security & precautions for protection.
Make documents disaster-proof
We preserve records in sturdy binders and protective covers to mitigate the risk of damage due to accidents such as fire, natural disasters such as earthquakes or hurricanes, and other calamities.
Comply with retention regulations
Preserving and archiving records is essential to meet the specified statutory requirements as per the retention policies defined by the government or other industry-specific regulatory agencies.
Save labor and handling costs
We recommend preserving documents in specialized facilities. This saves space in government offices and cuts out expensive real estate costs in prime office areas. Third-party storage facilities also reduce labor costs for government agencies.
Safe & professional handling of historical records
We have specialized teams of personnel who are trained to follow best practices to ensure the safety and security of your documents and information during the preservation process.
Specialized for government bodies
RDS understands the unique needs of various state, county, and municipal government departments & agencies. We have customized solutions to meet your specific document preservation requirements.
The importance of document preservation for state, county and municipal government bodies
“An important part of what a state does is preserving its history.” - James R Thompson
Documents and historical records are integral to the work of government departments and agencies. There is a growing need for proper management of government records due to increasing demands for transparency in government actions and transactions and to avoid the possibility of litigation.
RDS specializes in document preservation to help government bodies at every level—State, County and Municipal bodies.
These government bodies are the custodians of millions of essential records that document the history and affairs of their respective cities and counties. Therefore, preserving these records and providing access to researchers is one of their most important responsibilities.
These governing bodies have legislative, executive, and quasi-judicial powers—documentation is key to every action they take and every decision they make.
Here are some types of documents and records they must preserve:
Vital information: Birth certificates, death certificates, marriage certificates, social security
Real estate records: Property agreements, land deeds, property registration records, sale deeds, legal wills, diagrams, plats
Historical records: Bills, legislatures, meeting agendas, minutes of meetings
Connect with our document preservation experts to learn more about how we help state, county and municipal bodies to preserve and protect valuable legacy records.
Our document preservation process
At RDS, we have developed a well-defined, proven document preservation methodology. Highly skilled and qualified Project Managers execute the entire project in close coordination with client representatives.
RDS has successfully completed projects on time and within budget for various US government departments. RDS document preservation process is as follows:
Inspect: We carefully inspect the documents to assess the current condition and identify the appropriate care needed to preserve them.
Clean: We clear away accumulated dust, remove tapes, clips or staples and clean residues such as glue.
Repair: If there is already some damage to the documents, we mend tears, remove creases, and try to remove stains.
Deacidify: We stabilize the documents and deacidify them to enhance the life of the paper. We add an alkaline buffering agent that prevents further deterioration.
Bind: We offer custom binders and book covers that offer perfect protection for each type of record.
