Managing Records: Consultants and Vendors

Data Conversion Vendors

The New York State Archives has compiled this list of data conversion vendors to aid government agencies, local governments, and other entities searching for companies and individuals providing data conversion services. This inventory lists organizations, their contact information, as well as a brief summary of services offered when the information was available. While every effort has been made to ensure accuracy and completeness, you are encouraged to contact vendors directly for verification.

The New York State Archives assumes no responsibility for the professionalism of any consultants listed. These consultants have done needs assessment or implementation work for local governments in New York State under a Local Government Records Management Improvement Fund (LGRMIF) grant or have requested to be added to this list. This list is not meant to endorse, recommend, or require use of any particular consultant on this inventory. If you know of other consultants that should be on this list or you discover content inaccuracies in this list, please contact the Records Services Development unit at (518) 474-6926 or, by email, at RECMGMT@mail.nysed.gov

Revised 17 January 2014

17a-4 llc.
Carter Gray or Charles Weeden
P. O. Box 1492
Millbrook, NY 12545
Phone: (212) 949-1724
Fax: (212) 202-4391
Email: cgray@17a-4.com or cweeden@17a-4.com
Website: www.17a-4.com
Services/sales: 17a-4 focuses on the email archive, archiving e-messaging (blackberry. OCS Chat, IM Manager, POD messaging, LinkedIn profiles/InMail, Twitter, Facebook, and LivePerson), and e.-Discovery (producing content from live data sources like CIFS, NFS, NAS, Microsoft Exchange, laptops, desktops, and SharePoint repositories). Our e-messaging archiving software supports all email archives in operation, and we advise on types of email archives for prospective users. We perform the professional services associated with email archive installations, upgrades, shortcutting, mailbox quotas, and customizable metadata component extensions for specific email methodologies and practices.

Allstate Information Management
Sheila Grabowski
80 Beckwith Ave
Patterson, NY 07503
Phone: (800) 225-1080
Website: www.allstat.com

Blue Lotus SIDC
Jeffrey Bolden
509 Village Road West
Princeton Junction, NY 08550-2003
Phone: (641) 715-3900 x 97252
Email: JBolden@BlueLotusSIDC.com
Website: www.BlueLotusSIDC.com
Services/sales: Blue Lotus SIDC focuses on preserving the intelligence within the legacy system during systems integration projects by aligning the data conversion effort with the project's specifications. We can make unique connections between older systems and newer services. We feature automated and real time legacy data migration, systems design, systems analysis, code refactoring, programming, project management, and training. We also perform risk management, technology acquisition & investment, vendor management, operational assessment, and post merger systems integration and IT staff training for creating a genuinely productive post-merger environment.

Continuum Systems
Bob Owens
2401 Burnet Avenue 
Syracuse, NY 13206
Phone: (800) 933-0180
Email: bowens@continuumsys.com
Website: www.continuumsys.com
Services/sales:
Continuum Services will take over the complete responsibility of converting your facility's documents.  Each step in the integration process is strictly supervised to insure the highest level of quality control, confidentiality, and security as the documents move through the conversion cycle.  Documents are carefully prepared for the scanning process through staple/paperclip removal, separation of files, and separation of documents. Documents are efficiently scanned, and if needed, pre-indexed into OnBase using multiple high-speed scanners. At this time, documents are scanned, viewed, and verified that each document is scanned at the best quality.  Indexing Specialists view, categorize, and index the scanned documents according to document type as well as enter keywords in indexing values as desired upon request and specification. The electronic files will be returned through electronic transfer (VPN), Intranet, or hardware (Hard Drives). The best practice in regard to the transfer of electronic files will be determined.  If desired, document destruction will be accomplished.

Conversion Professionals
Ron Coscia
P.O. Box 1197
3643 Willow Road
Bethel Island, CA 94511-1197
Phone: (925) 684-9825 Pacific Time
Fax: (925) 684-9582
Email: roncoscia@yahoo.com
Website: www.conversionprofessionals.org
Services/sales: We provide discounted data conversion and data enhancement services to the non-profit community exclusively. Service includes downloading existing historical data, assistance with new coding structure, expansion/consolidation of codes, data cleaning (where possible), reformatting for, and loading of new database and validation assistance. In addition, through trusted partners, we offer email, phone append, NCOA, donor demographics, wealth rating and age overlay.

Data Conversion Laboratory
Brian Trombley
61-18 190th Street
Fresh Meadows, NY 11365
Phone: (603) 377-4500
Email: btrombley@dclab.com
Website: www.dclab.com
Services/sales: Data Conversion Laboratory is adept at working with archival and unique projects including special handling techniques required for rare and fragile documents. We convert from paper, microform, CD, or electronic formats to deliver fully tagged and searchable files in conformance with a wide variety of standard DTDs, including XML, HTML, TEI-Lite, NLM, and various proprietary specifications. DCL offers expertise in creating images—TIFFs, JPEGs, PDFs—and cleaning up and resizing existing ones. We also are skilled in the creation and extraction of metadata, and we produce MARC records quickly and economically. DCL provides the highest quality standard in the industry, delivering projects with an accuracy rate as high as 99.997%.

DataBank
Chuck Rondinone
88 Curtis Road
Glastonbury, CT 06033
Phone: (860) 661-0438 or (860) 970-6300
Fax: (781) 830-6055
Email: crondinone@databankimx.com
Website: www.databankimx.com
Services/sales: DataBank provides business process services and can assist with determining when and what technology and document management solutions are needed. We work with our customers to formulate, implement and manage compliant disaster recovery programs and are a leading integrator of several EDMS solutions. Along with understanding of electronic documents, software, metadata and taxonomy, we provide services and consultation on managing and storing electronic records as well as data conversion. We provide storage for micrographic media and can provide conversion on demand. We provide methylene blue testing and analysis as well as equipment to monitor micrographic quality. We sell micrographic cameras, scanners, film processors, readers and reader/printers as well as raw microfilm, microfiche and aperture cards and supplies. We can provide document storage (short-term) and long-term microfilm, microfiche, aperture card and electronic media storage at all of our centers and all DataBank facilities are SAS 70 Type II and PCI DSS certified.

Datafile, Inc.
Andrew Thomas
60 Grace Dr.
Powell, OH 43065
Phone: (614) 885-9050 or (800) 513-7650
Fax: (614) 885-4342
Email: andy@datafile-corp.com
Website: www.datafile-corp.com
Services/sales: Microfilming, Microfiche, document imaging, scanning, processing and duplication, COM, COLD, film conversion, optical imaging, Kodak Archive Writing, digital conversion to microfilm.

Dataflow, Inc.
Victor Gomez, Director of Sales & Marketing
71 Fuller Road
Albany, NY 12205
Phone: (518) 368-1430
Email: victor.gomez@goDataflow.com or sales@goDataflow.com
Services/sales: Scanning, archiving and conversion services since 1958. Scanning small and large format documents in B&W and color, large format architectural and engineering documents (A to E size), microfilm aperture cards, and volume 8 ½” x 11” documents. In-house or on-site availability. Microfilm and microfiche converted to a digital file so that you can instantly find documents without a viewer. File format conversions, also. We have 8 locations in Upstate NY: Albany, Binghamton, Corning, Ithaca, Rochester, Rotterdam, Syracuse, and Utica.

Davis Data Conversion
Beth Davis
127 Church Lane
PO BOX 822
Ausable Forks, NY 12912
Phone: (518) 647-8369
Fax: (518) 647-8369
Email: davisdataconversion@charter.net

DCA, Inc.
Cindy Knowles
1225 Route 31 South, Suite 324
Lebanon, MY 08833
Phone: (908) 236-6506, ext. 110
Fax: (908) 735-0294
Email: Cindy.Knowles@dcainfo.com
Website: www.dcainfo.com
Services/Sales: DCA is a complete integrator of information and document capture an content management solutions. Specialties include: Systems integration, document management, BPM, BPO, electronic forms, retention compliance, on-site scanning solutions, automated data entry solutions and services, electronic document management systems (EDMS), AP Imaging, AP automation services, paperless solutions, Optical Character Recognition, virtual Rescan software, SharePoint Capture, Anydoc, Kofax (Kofax Platinum Partner), EMC ApplicationXtender, Formatta, Scanners.

Digiscribe International LLC
Mitchell J. Taube, CDIA
6 Westchester Plaza
Elmsford, NY 10523
Phone: (914) 586-6600 ext. 103 or (914) 953-6865
Fax: (914) 586-0006
Email: mtaube@digiscribe.info
Website: www.digiscribe.info
Services/sales: Document Scanning – Data Entry/Indexing – Web Repository – E-Forms – forms Processing – Workflow – Software Sales & Support – Integration Services – Full-Text OCR – Conversion Services – Vault Media & Box Storage – Electronic Document Discovery – Litigation Support Services – High-Volume Printing.

Diversified Information Technologies, Inc.
Marlene Marriaggi
123 Wyoming Avenue
Scranton, PA 18503
Phone: (570) 496-1812
Email: mmarriggi@divintech.com
Website: www.diversifiedweb.com
Services/sales: Records Management; Document Conversion/Data Capture; Electronic Mailroom; Electronic Hosting/Repository and Secure Access System, Consulting and Assessment Services, Print/Output Services. ISO 9001:2008 Certified, SAS 70 Type II Certified, 36 CFR compliant Records Storage Facilities.

Document Conversion Inc. (DCI)
Michael B. McLaughlin, Certified Document Imaging Architect +
307 Rushmore Avenue
Carle Place, NY 11514
Phone:  (516) 318-4376
Fax:  (516) 349-7260
Email: mmclaughlin@documentconversionsinc.com
Website: www.documentconversionsinc.com
Services/sales: We provide the Digitech suite of content management systems including a WEB based digital repository. DCI's core services include the scanning of paper, wide format drawings, plans, medical x-rays, and microfilm to the digital format.

Documentelligence™ from Copier Fax Business Technologies, Inc.
Michael Stroh
465 Ellicott Street, Buffalo, NY 14203 and
250B Lucius Gordon Drive, Suite 5, Rochester, NY 14586
Phone: (716) 853-5000, ext. 28
Email: hmstroh@copierfaxbt.com
Website: www.copierfaxbt.com
Services/sales: Documentelligence™ from Copier Fax Business Technologies, Inc. furnishes a full range of state-of-the-art document scanning solutions. With 25 years of multi-award winning experience, we scan paper, maps and drawings, microfilm, microfiche, and aperture cards into digital images that can be stored, indexed, researched, retrieved and used by customers anytime, anywhere. Following very strict chain-of-custody protocols, we securely pick up documents in our own vehicles, prepare, scan, QC, index, and finish processing using state-of-the-art equipment and techniques. Services are housed in a newly remodeled, fireproofed, and specially protected facility.

DR III.Inc.
Cindy Albert, President
P. O. Box 336
East Meadow, NY 11554
Phone: (516) 489-1473
Fax: (516) 292-3091
Email: micrxl@aol.com
Website: www.driii.com
Services/sales: Micrographic repair service, maintenance contracts, and billable service calls are available. Manufacturers serviced include Canon, Minolta, Alos, Eyecom, Bell & Howell. Other services include: Microfilming, scanning. Products sold include: toner, bulbs, microfilm and scanning equipment.

Eagle Systems Inc.
Rick Polino, Solutions Manager
2421 Harlem Rd.
Buffalo, NY 14225
Phone: (716) 893-0506
Email: polino@eagleny.com
Website: www.eagleny.com
Services and sales:
Provider of Document management and Content management Systems, Capture and Routing Equipment and Software, Indexing Software, Inventory Systems, Print Management Systems, Web Design and Hosting, Network Sales and Service, Database Conversion Services.

eBizDocs
85 Broadway
Albany, NY 12204
Phone: (518) 456-1011 or (866) 816-1217
Email info@ebizdocs.com
Website: www.ebizdocs.com
Services/sales: Digital microfilm conversion, digital microfiche conversion, high resolution scanning, mass document scanning services, back file conversion services, large format scanning, historical document imaging experts, intelligent data capture solutions, document indexing, scanner sales and service, integration with UCMS software for Surrogate’s Court applications, electronic document management systems and secure cloud-based filing solutions, records management consultation, SMEAD barcode labeling. Services available under NYS OGS Preferred Source Program.

EMag Solutions
Gene Thompson
3495 Piedmont Road, Suite 500
Atlanta, GA 30305
Phone: (800) 364-9838
Website: www.emaglink.com
Services/sales: Data conversion, data recovery, and consulting.

e-Scan Solutions, LLC
Michael Kavanagh
17 Squadron Boulevard, Suite 400
New City, NY 10956
Phone: (800) 734-0070
Fax: (845) 634-9424
Email: info@e-scansolutions.com
Website: www.e-scansolutions.com

Focused Technologies
Michael Came
279 Broadway
Albany, NY 12204
Phone: (518) 935-4135
Fax: (518) 375-3610
Email: michael@focused-tech.com

Michael Came
340 E 24th Street
New York, NY 10010
Phone: (917) 470-9160
Email: michael@focused-tech.com

Chuck Tobin
280 Wall Street
Kingston, NY 12401
Phone: (845) 943-6406
Email: chuck@focused-tech.com

Website: www.focused-tech.com
Services/sales: NYS Preferred Source Member for Document Scanning Services, Large Format scanning, Microfiche to Image conversion, Microfilm to image conversion, PaperVision Document Management Software, ImageSilo Cloud Document Management Software, Digital Mailroom Services, On-site Scanning Services

Gimmal Group
1 Liberty Plaza, 23rd floor
New York, NY 10006
Phone: (212) 809-4050
Fax: (212) 480-1293
Email: info@gimmal.com
Website: www.gimmal.com

Hudson Microimaging
Route 9W, P.O. Box 640
Port Ewen, NY 12466
Phone: (845) 338-5785
Fax: (845) 338-2556
Email: info@hudsonmicroimaging.com
Website: www.hudsonmicroimaging.com
Services/sales:
Microfilming, preservation microfilming, digital-conversion of microfilm, high resolution scanning, processing & duplication, silver halide duplication, acetate film testin.

Image Data, Inc.
Richard O’Donnell
Rochester, Buffalo and Syracuse Regions
Phone: (585) 465-5672
Email: rodonnell@imgdata.com

Laurie Rabenhorst
Albany Region
Phone (518) 862-2740
Email: lrabenhorst@imgdata.com
Website: www.imgdata.com
Services/sales: Document and Microfilm Scanning, 16mm and 35mm microfilming, microfilm processing and duplication, Methylene blue testing, preservation microfilming, Document Scanners, Software, Data Entry and Web Hosting.

IMA Imaging & Microfilm Access, Inc (Since 1979)
Mitch Davis
150 Knickerbocker Ave, Suite E
Bohemia, NY 11716
Phone: (631) 589-8100, ext. 12
Fax: (631) 589-8119
Email: info@scanyourdocs.com
Website: www.scanyourdocs.com
Services/sales:
IMA (Imaging & Microfilm Access, Inc.) is a document imaging, conversion services and technologies company with over 30 years industry experience. We help government and businesses capture, control, archive, access and manage critical documents at an affordable price. IMA Technologies, a subsidiary of IMA, is a full-wervice provider of Records Management Solutions. We offer widely installed, customizable, third-party systems with cloud-based and on-premise licensing models. IMA Technologies is an authorized reseller of Laserfiche. IMA is an associate member of NYSID.

Image Integrator LLC
Rockwest Facilities
1005 West Fayette Street. Suite 3D
Syracuse, NY 13204
Phone: (315) 474-9788
Fax: (315) 295-2528
Website: imageintegrator.com
Services/sales: Aperture card conversion, document scanning and conversion, image to film, film processing, hardware and software maintenance, microfiche digitizing, microfilming, paper conservation, shredders, scanners, records management software.

Innodata Isogen Inc.
Michael Harman
3 University Plaza 
Hackensack, NJ 07601
Phone: (516) 741-1878
Website: www.innodata-isogen.com
Services/sales: Data conversion and consulting.

LNW eConsulting
55 Congress Street, Suite B
Portsmouth, NY 03801
Phone: (800) 716-5675
Fax: (888) 501-7606
Email: info@LNWConsulting.com
Website: www.LNWConsulting.com
Services/sales: We specialize in the implementation of document and records management applications. LNW develops file plans and retention and disposition schedules, installs and configures legacy data migration, supports and develops integrations, and trains on the chosen vendor product. We are certified in Microsoft SharePoint, Open Text ECM (Livelink and eDOCS), Documentum, IBM FileNet, and DB2 RM. LNW also works with Microsoft SharePoint, NewsGator, and Jive, implementing social computing solutions.

Main Sequence Technologies
Michael Keys
5370 Pinehill Drive 
Mentor, OH 44060
Phone: (440) 946-5214
Fax:  (440) 856-0312
Email: mike@mainsequence.net
Website: www.pcrecruiter.com
Services/sales: Data conversion and consulting.

MCCi
1700 Capital Circle SW, PO Box 2235
Tallahassee, FL 32316
Phone: (800) 342-2633
Fax:  (850) 701-0715
Email: info@mccinnovations.com
Website: www.mccinnovations.com
Services/sales: Document imaging, data conversion services, EDMS, indexing software, records management software.

microMEDIA Imaging Systems, Inc.
(NYS certified M/WBE)
1979 Marcus Avenue
Lake Success, NY 11042
Phone: (516) 355-0300 ext. 137
Email: jwise@imagingservices.com
Website: www.imagingservices.com

Modern Micro Imaging
5165 Lee Highway
Arlington, VA 22207
Phone: (703) 534-1025
Fax: (703) 536-5948
Email: sales@modmicro.com
Website: www.modmicro.com
Services/sales: EBCDIC-ASCII mainframe/minicomputer translation to conventional databases. Removable magnetic media including: tape cartridges, 8”, 5-1/4”, 3-1/2” floppies & optical/MO disks. Analog-to-digital conversion of vinyl, open reel & cartridge tape audio recordings, motion-picture film, videotape, microfilm/fiche, aperture card, 35 mm slides, prints & negatives and COM (data-to-fiche) services.

MTS Software Solutions
DBA AMI Imaging
225 Executive Drive, Suite 4
Moorestown, NJ 08057
Phone: (856) 642-1188 x 4963 or (215) 668-9519 (cell)
Fax: (856-) 642-1604
Email: dspahr@mts-software.net
Website: www.mts-software.net

Muller Media Conversions
Chris Muller
21 Locust Street 
Manhasset, NY 11030
Phone: (516) 833-3067
Website: www.mullermedia.com
Services/sales: Data conversion, specializing in legacy computers and file formats.

Prescient Information Systems, Inc.
Lisa Piesko, Sales Manager
8902 Vincennes Circle, Suite B
Indianapolis, IN 46268
Phone: (317) 987-2800
Fax: (317) 415-2229
Email: lpiesko@prescientinfo.com
Website: www.prescientinfo.com
Services/sales: Enterprise Content Management, EDMS, Records Management, IBM FileNet Panagon/Image Services/ P8 consulting, installation, migration, integration, customization, workflow, troubleshooting, training, maintenance and customer service. Kofax Platinum Partner for document imaging, data capture and eTransactions. Microfilm conversion services.

Scanistics
David Lapresi
222 Andrews Street, Suite 120
Rochester, NY 14604
Phone: (585) 697-2550 or (866) 547-7226
Fax: (585) 232-4049
Email: dlapresi@doculegal.com
Website: www.scanistics.com
Services/sales: Document imaging and management; scanning, full indexing, coding, OCR, large format color scanning, backfile and day forward conversion, duplicating services, printing, consulting, microfilm conversion, x-ray scanning, onsite.

Scantronix, Inc.
481 Van Brunt Street, suite 8D
Brooklyn, NY 11231
Phone: (212) 400-6484
Fax: (718) 253-3784
Email: cishakis@scantronix.net
Website: www.scantronix.net
Services/sales: Scantronix will provide customized electronic storage solutions for easy retrieval of these records whenever, and wherever, you need them. As an industry leader in document imaging, we provide a comprehensive suite of services, including: High speed document scanning, high grade optical scanning, archival preservation, microfilm & microfiche digitizing, electronic document processing, large format scanning, blueprint scanning, aperture card scanning, x-ray scanning, patient medical records scanning, e-file conversion, electronic data storage, off-site and on-site scanning solutions.

Seery Systems Group, Inc.
Richard J. Seery
195 Armstrong Rd.
Garden City Park, NY 11040
Phone: (516) 565-1680 
Fax: (516) 565-3388
Email: rseery@ssgimaging.com
Website: www.ssgimaging.com

Sitrof Technologies, Inc.
Timothy Wendel
700 Alexander Park, Suite 302
Princeton, NY 08540
Phone: (609) 897-9180, ext. 109
Fax: (609) 734-4909
Email: twendel@sitrof.com
Website: www.sitrof.com
Services/sales: Assessments, Systems Analysis/Design, Integrations/Deployments, Data Topology Mapping, Records Classifications, Project Management, Training, Customizations/Configurations, File Plans, Best Practices Consulting, Business Process Automation, Governance Risk Compliance, eDiscovery, Data Protection, Enterprise Content Management, Imaging Management, Backup/Recovery/Archive, Business Continuity, SaaS Applications, CFR 21 Part 11 Validated Systems, Workflow Engineering, Document Management.

SMR Legal
Joseph C. Bartolo, J.D.
Senior Account Executive
Document Management and Litigation Support
42 Broadway
New York, NY 10004
Phone: (212) 514-5777 ext. 259, or (646) 261-1577
Email: jbartolo@srmlegal.com
Website: www.srmlegal.com
Services/sales: Processing of electronically stored information, Document scanning Copy/Printing, OCR/OWR, processing and de-duplication, media conversion, indexing, web-hosted attorney review platforms, coding; data preparation, document disaster recovery, multi-layer quality control, Electronically Stored Information/Electronic Data Discovery/Forensic Collection, EU Safe Harbor Certified.

SourceHOV Services
Richard O'Donnell
3495 Winton Place
Rochester, NY 14623
Phone: (585) 427-7305
Fax: (585) 427-2731
Email: richard.odonnell@sourcehov.com
Website: www.sourcehov.com
Services/Sales: Document Scanning, Microfilming, preservation microfilming, 16mm & 35mm film scanning, Methylene blue testing, film processing & duplication, silver halide duplication, digital Archive Writing, all digital services, reader-printers, microfilm. Wicks & Wilson high speed microfilm / microfiche scanners, Kodak hybrid / micrographics / document scanners hardware, Fujitsu document scanners, Kofax imaging software, TurboScan2000 imaging software, OnCase document management software, PaperVision document management software, professional services including: discovery, integration, installation, training, and ongoing onsite maintenance.

Trillicom, LLC
Donna Walker
82 West Cochran Street
Simi Valley, CA 93065
Phone: (805) 577-1062 office (9 am - 9 pm, PST) or (805) 469-6643 cell
Fax: (805) 579-1891
Email: donna_walker@trillicom.com
Website: www.trillicom.com
Services/sales: We provide services using our software to deliver automated migration and conversion for digital archives. Whether archives need to move to a new platform or require transformation to meet current business needs Trillicom Engine can solve conversion and migration challenges for digital data from any source, applying transformations as desired, and delivering to any target, at your needed speed, flawlessly and with complete accountability. We also provide custom utilities such as AFP and PDF transforms.

UrsaNav, Inc.
616 Innovation Drive
Chesapeake, VA 23320
Phone: (703) 625-9821
Email: IMSinfo@ursanav.com
Website: www.ursanav.com
Services/sales: Records management program development, implementation of ERM/ECM software and solutions, data and document conversion, application hosting, and onsite staffing.

Westchester Arc / eDocNY
Kevin C. Hansan, Acting Director
388 Tarrytown Road
White Plains, NY 10607
Phone: (914) 681-0656
Cell: (914) 396-8613
Fax: (914) 428-6647
Services/sales: Westchester Arc is the largest agency in Westchester County serving the needs of developmentally disabled adults and children. eDocNY is a not-for-profit business unit of Westchester Arc that provides Document Management solutions, including but not limited to Document Scanning, Microfilming, Box Storage and Retrieval, and Document Destruction. The Company’s profits are used by the agency to create new and enhance existing services for the people we support.

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