Government Document Scanning & Records Management
Florida State Contract compliant document scanning for cities, counties, and state agencies. Streamline your records management with affordable, secure digitization.
Florida State Contract #973-561-10-1
Advanced Data Solutions holds Florida State Contract #973-561-10-1, providing a pre-approved procurement vehicle for state agencies, cities, counties, school districts, and other government entities across Florida. This means your agency can engage our document scanning services without going through a lengthy competitive bidding process — saving weeks or even months of procurement time.
Our State Contract covers the full range of document imaging services: small format document scanning, large format and blueprint scanning, microfilm and microfiche conversion, indexing, OCR processing, and quality assurance. All services are provided at pre-negotiated, competitive rates that have been reviewed and approved by the State of Florida.
As a W/MBE Certified woman and minority-owned business enterprise, ADS also helps government agencies meet their diversity procurement goals and spending requirements. Our W/MBE certification provides documented proof of minority business participation for your agency's reporting needs.
- Pre-approved procurement — no competitive bid required
- Pre-negotiated competitive pricing reviewed by the State
- W/MBE Certified for diversity procurement compliance
- 100% in-house processing at our secure Oldsmar facility
- Serving Florida government agencies since 1999
- Three production shifts for fast turnaround on large projects
Building & Permit Department Digitization
We specialize in helping Florida's Growth Management and Building departments digitize decades of accumulated building permits, plans, and inspection records.
The Growth Management Challenge
Florida's rapid growth over the past several decades has created enormous volumes of building permit files, site plans, inspection records, and related documents in Growth Management and Building departments across the state. Many of these departments are still managing millions of pages in paper form — consuming valuable office space, slowing staff response times, and creating challenges for public records compliance.
ADS has extensive experience working with Growth Management departments to develop and execute large-scale digitization projects. We understand the unique document types, indexing requirements, and workflow challenges specific to building and permit operations. Our team works closely with your department staff to design a scanning and indexing plan that integrates with your existing permitting software and document management systems.
Documents We Digitize for Building Departments
- Building permit applications and approved permit packages
- Architectural drawings, site plans, and floor plans (large format)
- Structural, mechanical, electrical, and plumbing plans
- Inspection reports, certificates of occupancy, and compliance letters
- Zoning applications, variance requests, and hearing records
- Code enforcement case files and violation notices
- Land development applications and subdivision plats
- Environmental review documents and impact assessments
Public Records & DOS Compliance
Our digitization services help government agencies meet Florida's public records laws, FOIA requirements, and Department of State records management standards.
Public Records Requests
Digitized records dramatically speed up public records request fulfillment. Instead of searching through filing cabinets and plan rooms, your staff can locate and produce responsive documents in minutes — reducing response times and staff workload.
FOIA Compliance
Digital records make Freedom of Information Act compliance faster and more efficient. Searchable digital files allow your staff to quickly identify, review, and redact responsive documents, reducing the time and cost of FOIA processing.
DOS Records Standards
Our scanning processes comply with Florida Department of State records management standards, ensuring that your digitized records meet the requirements for official record-keeping, retention, and disposition under Florida law.
Records Retention
We help agencies align their digitization projects with Florida's records retention schedules. Digital records can be tagged with retention metadata, making it easy to manage disposition dates and ensure compliance with state retention requirements.
Land Records
County Clerk offices and Property Appraiser departments trust ADS to digitize land records, property records, deeds, mortgages, liens, and plat maps. Our scanning preserves every detail of these critical public documents.
Municipal & County Records
Meeting minutes, ordinances, resolutions, contracts, personnel files, utility records, and constituent correspondence. We help municipalities and counties bring their entire records portfolio into the digital age.
Complete Government Records Digitization
ADS provides end-to-end document digitization services for government agencies. From the initial consultation and project planning through scanning, indexing, QA, and digital delivery, we manage every step of the process so your staff can focus on serving the public.
Our government scanning services include secure pickup and delivery of your records, professional document preparation, high-speed scanning at the resolution your records require, custom indexing to match your existing filing systems, OCR text recognition for full-text search capability, and rigorous quality assurance before delivery.
We have successfully completed government scanning projects ranging from a few thousand pages for small municipalities to multi-million page conversion projects for county-level agencies. Every project receives the same dedicated project management, attention to quality, and commitment to deadline performance that has made ADS the preferred document imaging partner for Florida's government agencies.
The ADS Government Advantage
- Florida State Contract #973-561-10-1 — streamlined procurement
- W/MBE Certified — supports diversity spending goals
- 25+ years serving Florida government agencies
- 100% in-house processing — records never leave our secure facility
- DOS-compliant scanning processes and output formats
- Three production shifts for fast turnaround on large projects
- Dedicated project manager for every government engagement
- Free consultations and on-site assessments
- Competitive pricing at pennies per page