Municipal Document Imaging, Done Right
Secure, searchable digital archives for Pennsylvania municipalities
PapertoPC digitizes meeting minutes, historical records, and everyday files into organized, retention-ready archives—handled with care and delivered securely. If you’ve got to keep it, we can scan it.
Proven process
A straightforward imaging workflow for local government
From intake to delivery, we follow a consistent process designed to protect sensitive records and produce dependable results fully compliant with the Pennsylvania Municipal Records Act.
1) Intake & inventory
We review record types, volumes, and retention needs, then establish handling and tracking procedures. We prepare a quote based on your needs and can provide a “sample” file or files for presentation to your municipalities governing body.
2) Preparation & scanning
Documents are prepared and scanned at appropriate resolutions, including careful handling for fragile materials. Per page cost includes preparation for scanning, i.e. removing staples and paperclips, flattening documents, placing damaged or fragile documents into protective sleeves, etc. to achieve the best scan result. For extremely damaged or fragile documents that must be scanned flat, an additional charge may be applied, this will be included in your quote.
3) Indexing & quality control
Files are named and indexed consistently, with QC checks for completeness, clarity, and orientation. The indexes will be determined by your needs, they can be names, parcel numbers, map book locations, plot ID numbers, etc. – whatever you need to find the documents again easily.
4) Secure delivery & support
We deliver scanned files securely by electronic storage media or Dropbox and provide guidance for long-term storage options and staff access. Once scanned, all paper records are returned to you for disposition according to your Ordinances and the Municipal Records Act. Consult with your Solicitor before disposing of any records covered by the Municipal Records Act. Transport to a third-party secured shredding location can also be provided for a minimal cost + shredding costs.
Services
Digitization built for municipal records
We help clerks, administrators, and records managers convert paper into reliable digital archives—ready for retrieval, sharing, and long-term preservation.
Why PapertoPC
Trustworthy handling for sensitive public records
Municipal records require consistency, security, and care. Our approach is designed to support public-sector workflows and accountability. Paper to PC follows all quality control, scanning density, and file formatting standards of the PA Municipal Records Act to ensure that the Security Preservation Files are accessible and usable throughout their intended lifespan when stored appropriately.
Secure chain of custody
Document tracking and controlled handling procedures to protect sensitive records throughout the project.
Searchable, consistent indexing
Structured naming and metadata conventions that help staff find records quickly and reliably.
Quality control at every stage
Checks for clarity, completeness, and orientation to reduce rework and ensure dependable deliverables.
Retention-ready organization
Folder structures and file formats aligned to common municipal retention and access needs.
Flexible delivery options
Secure file delivery with storage options suited to your internal controls and workflows.
Pennsylvania municipal focus
Experience with the pace, priorities, and public accountability requirements of local government.