Managing Records: Consultants and Vendors

Electronic Records Management Consultants

The New York State Archives has compiled this list of electronic records management consultants to aid government agencies, local governments, and other entities searching for companies and individuals providing electronic records management consultant 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 consultants 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 Service Development unit at (518) 474-6926 or, by e-mail, at

Revised 31 March 2015

17a-4 llc.
Carter Gray or Charles Weeden
P. O. Box 1492
Millbrook, NY 12545
Phone: (212) 949-1724
Fax: (212) 202-4391
Email: or
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.

Bill Lipner
426 6th Street 
Phone: (917) 723-1048
Fax: (212) 214-0386

William Saffady
114 Second Place 
Brooklyn, NY 
Phone: (718) 246-4696
Fax: (718) 246-4855

Access Systems, Incorporated
Steve F. Goodfellow
4260 Henneberry Road 
Manlius, NY 13104
Phone: (315) 682-1188
Fax: (315) 682-0865

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

AMI Imaging Solutions
(a Division of MTS Software Solutions, Inc.)
Dave Spahr
158 Gaither Drive
Mt. Laurel, NY 08054
Phone: (856) 642-1188 or (215) 668-9519

ASR Systems Group, Inc.
(NYS certified M/WBE)
Mollie Parks, President
100 Commerce Blvd.
Liverpool, NY 13088
Phone: (800) 334-3688
Fax: 315-453-2025
Service/Sales: LGRMIF Inactive & Historical record storage, Data Conversion and Access systems, High Density Mobile Shelving Systems, Library shelving, Map files, Times 2 Rotary Cabinets, Fire Proof Cabinets, Custom File Folders and more. Design, Installation and Maintenance Services available. Servicing every county in New York State since 1973.

Barry Associates
Rick Barry
Arlington, VA 

Complete Preservation Systems (CPS)
William Costas
P.O. Box 203
Oyster Bay, NY 11771
Phone: (516) 293-5337
Fax: (866) 542-4656
Email: contact us via our website
Services/sales: Microfilming, paper scanning, microfilm scanning, data entry services, image conversions to PDF, TIFF, JPEG etc.,COM to CD, CAR systems, microfilm, scanners.

Concorde Group, Inc.
Howard J. Gordon
601 North Olive Street
Media, PA 19063
Phone: (610) 566-3009
Fax: (610) 565-4764
Services/sales: Concorde specializes in assisting clients in formulating a records management plan for all documents that will, over time, significantly reduce the volume of paper being stored. We also offer business continuity planning to guard against loss of data and preserve the continuity of operations.

Content Conversions
Anthony Stigliano
306A Jericho Turnpike 
New Hyde Park, NY 11040
Phone: (516) 437-5888
Fax: (516) 437-6200

Continuum Systems
Bob Owens
2401 Burnet Avenue
Syracuse, NY 13206
Phone: (800) 933-0180
Services/Sales: OnBase is a fully integrated enterprise content management (ECM) software suite used by more than 7,500 mid-tier and Global 2000 enterprises to capture, route, manage, share and archive high volumes of corporate information critical to business operations, audits and customer service. Eliminating low-value manual tasks through core OnBase functionality such as document imaging, workflow and COLD/ERM and making all content instantly available from a single, easy-to-use interface increases employee productivity and operational efficiency. OnBase complements its ECM functionality with expertise in specific industry solutions and back office operations.

Conversion Image Technology Inc
Jamie Sasenbury
7010 Fly Road
East Syracuse New York 13057
Phone 315-432-0591
Fax 315-432-0593
Service/Sales: Conversion Image Technology Inc is a document solution provider that provides end-to-end solutions. Those solutions include document management software, scanning hardware, scanning services and support, microfilming services and support. Conversion Image Technology is dedicated to finding a document management solution to best fit your needs and budget. Conversion Image Technology Inc. is a document service bureau and is also a Laserfiche document management software solutions provider.

Chuck Rondinone
88 Curtis Road
Glastonbury, CT 06033
Phone: (860) 661-0438 or (860) 970-6300
Fax: (781) 830-6055
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
Services/sales: Microfilming, Microfiche, document imaging, scanning, processing and duplication, COM, COLD, film conversion, optical imaging, Kodak Archive Writing, digital conversion to microfilm.

DCA, Inc.
Cindy Knowles
1225 Route 31 South, Suite 324
Lebanon, MY 08833
Phone: (908) 236-6506, ext. 110
Fax: (908) 735-0294
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
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.

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
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.

Dox Electronics, Inc.
Ken Michael
105 College Ave 
Rochester, NY 14607
Phone: (585) 473-7766
Fax: (585) 473-7323

Eagle Systems Inc.
Rick Polino, Solutions Manager
2421 Harlem Rd.
Buffalo, NY 14225
Phone: (716) 893-0506
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.

E-BizDocs, Inc.
83 Broadway, 1st floor
Albany, NY 12207
Phone: (518) 456-1011 or (866) 816-1217
Digital conversion of microfilm, high resolution scanning, integration with UCMS software for Surrogate’s Court applications, turnkey document imaging systems, records management consultation, SMEAD barcode labeling and filing solutions.

E-Records Institute
Robert Smallwood
641 E. San Ysidro Blvd
San Ysidro, CA 92173
Phone: (888) 325-5914

e-Scan Solutions, LLC
Michael Kavanagh
17 Squadron Boulevard, Suite 400
New City, NY 10956
Phone: (800) 734-0070

Fedcap Office Services
Randy Shannon
119 West 19th Street
New York, NY 10019
Phone: (212) 727-4284
FAX: (212) 727-4358
Fedcap Office Services provides quality and cost-effective document imaging and management, document preparation, scanning, data entry, and indexing.  Fedcap is a Socially Responsible Outsourcingtm provider, serving government and commercial customers while providing employment opportunities for people with disabilities, and is a preferred source provider for document imaging and data entry through New York State Industries for the Disabled.

Focused Technologies
Michael Came
279 Broadway
Albany, NY 12204
Phone: (518) 935-4135
Fax: (518) 375-3610

Michael Came
340 E 24th Street
New York, NY 10010
Phone: (917) 470-9160

Chuck Tobin
280 Wall Street
Kingston, NY 12401
Phone: (845) 943-6406

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

Gallego Information Services
Caroline Gallego
P.O. Box 345
Buffalo, NY 14224-0345
Phone: (716) 675-0012
Fax: (716) 674-9093

GEMKO Information Group, Inc.
100 Corporate Parkway, Suite 200
Amherst, NY 14226
Phone: (716) 929-2700
Fax: (716) 929-2705

Gimmal Group
1 Liberty Plaza, 23rd Floor
New York, NY 10006
Phone: (212) 809-4050
Fax: (212) 480-1293

Julio Irizarry
215 Coles Street
Jersey City, NJ 07310
Phone: (866) 947-6932
Fax: (201) 798-4427
Services/sales: GRM Document Management is a leading provider of lifecycle records and information management solutions. The company continues to demonstrate technological leadership by bringing proprietary innovation and new levels of cost efficiency to document storage, data protection, digital/electronic document management and certified destruction. Fully integrated products and services include: eAccess remote inventory control, the Cloud-based Online Record Center, business process workflow automation, a blended paper to digital solution,GRMpedia, a retention regulatory research tool and the Solutions Group, Compliance and Governance expertise. GRM’s full service capabilities are available in major markets throughout the U.S., including New York/New Jersey, Atlanta, Baltimore, Boston, Chicago, Houston, Los Angeles, Miami, Philadelphia, San Francisco, and Washington, D.C.

Hunter Information Management Services, Inc.
Gregory S. Hunter, Ph.D., CA, CRM
177 Banbury Road
Mineola, NY 11501-1518
Phone: (516) 248-5388
Fax: (516) 248-2435

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
Services/sales: IMA (Imaging & Microfilm Access, Inc.) is a document imaging, conversion services and technologies company with more than 35 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-service 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. Because IMA is an associate member of NYSID, which is a Preferred Source, state and local government agencies can purchase IMA’s full range of scanning, microfilming and related document conversion services through NYSID (New York State Industries for the Disabled, Inc.).

Image Data, Inc.
Richard O’Donnell
Rochester, Buffalo and Syracuse Regions
Phone: (585) 742-2021
Laurie Green
Albany Region
Phone (518)862.2740
Services/sales: BPA/Needs assessments, 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.

Image Integrator LLC
Rockwest Facilities
1005 West Fayette Street. Suite 3D
Syracuse, NY 13204
Phone: (315) 474-9788
Fax: (315) 295-2528
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.

IMERGE Consulting
Don Post
1227 Stony Creek Way 
Rockford, IL 61108
Phone: (815) 398-0492

InfoPreserve Inc.
175 Sully’s Trail, Suite 203
Pittsford, NY 14534
Phone: (585) 542-4183
Services/sales: InfoPreserve is a simple and easy to use Cloud content and records management solution that makes documents, business emails and scanned records shareable and searchable. It’s a secure, privacy-controlled repository that finally gives you control of your digital information. Our solution set enables file sharing and collaboration coupled with archiving and preservation wrapped around feature rich controls and reporting designed for businesses. We provide a scalable and affordable content management solution on a subscription basis as an alternative to using shared network drives and ftp tools. With no software to install or hardware to buy, customers are up and running within a couple hours providing them with a quick ROI.

Karen Herwig
669 Grove Road
Thorofare, NJ 08086
Phone: (888) 845-7015
Fax: (856) 845-7082
Servicesa/sales: InOutsource provides records and information management consulting services.

Intact Technology
Jon Moynihan, Inside Sales Manager
9111 Edmonston Road
Greenbelt, MD 20770
Phone: (202) 288-0904 or (301) 429-1923
Email: or
Web site:
Service/sales: Intact Technology is an HP Software partner focused on electronic records management. Intact has years of experience in the field most recently focusing on the HP TRIM enterprise records management software. Intact performs consulting services across the United States, has a GSA schedule, and is an 8(a) certified, veteran-and-minority owned small business.

Janus Associates, Inc.
Jim Adams
Director of Business Development
1055 Washington Blvd
Stamford, CT 06901
Phone: (203) 251-0238
Cell: (203) 561-8074
Services/sales: We are specialists in risk analysis, penetration testing, compliance and PCI assessments, disaster recovery and business continuity planning, eDiscovery, data forensics, data breach crisis management, advanced biometric and authentication software, and mainframe security audit solutions.

Lederman and Associates Ltd.
Paula Lederman
55 St. Clair Avenue West, Suite 125
Toronto, Ontario, Canada M4V 2Y7
Phone: (416) 482-6619
Fax: (416) 482-6756

Lifetime Document Management
Lou Ann Owens
425 Paul Road
Rochester, NY 14624
Phone: (585) 784-3190
Fax: (585) 429-5612
Services/sales: A NYSID member provider for Scanning and Imaging Services, including Optical Character Recognition Technology (OCR), Cloud Computing, Electronic records Management and Secure Document Destruction. NAID AAA and ISO 9001:2008 Certified.

1700 Capital Circle SW, PO Box 2235
Tallahassee, FL 32316
Phone: (800) 342-2633
Fax: (850) 701-0715

Millican & Associates, Inc.
5850 Coral Ridge Dr., Suite 205
Coral Springs, FL 33076-3379
Phone: (954) 963-1771
Fax: (954) 962-7956

Modern Micro Imaging
5165 Lee Highway
Arlington, VA 22207
Phone: (703) 534-1025
Fax: (703) 536-5948
Services/sales: DocuWare electronic records management software with SQL-based index & retrieval. Retention policy enforcement with fully audited document transactions for SOX (Sarbanes-Oxley) compliance. JIT tested & certified under DoD 5015.2-STD. Conforms to NARA 36 CFR 1220-1238 records management regulations.

Nfinity Consulting of New York, LLC
Sharon Morris
620 West 143rd Street, #3A
New York, NY 10031
Phone: 212-864-1365
Services/Sales: Electronic records management consulting: develop electronic records management strategy; policy and procedure development; retention schedule development; taxonomy development; training

Optical Image Technology, Inc.
DocFinity (software)
Jim Thumma, Vice President of Sales and Marketing
100 Oakwood Ave.
State College, PA 16803
Phone: (800) 678-3241 or (814) 238-0038
Fax: (814) 238-0011

Prescient Information Systems, Inc.
Lisa Piesko, Sales Manager
8902 Vincennes Circle, Suite B
Indianapolis, IN 46268
Phone: (317) 987-2800
Fax: (317) 415-2229
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.

Recall Total Information Management
Tony Acerra
140 Seaview Drive 
Secaucus, NJ 07094
Phone: (201) 852-1034
Fax: (201) 348-4048

Records Management and Archiving
Todd Smith
2711 Freemansburg Avenue 
Easton, PA 18045
Phone: (610) 253-2753
Fax: (610) 258-0216

River Delta Consulting, Inc
Neerja Singh
Phone: (617) 378-3169

RSD America, Inc.
RSD America Inc.
300 Frank W. Burr Blvd Glenpointe Centre East - Suite 54
Teaneck NJ 07666
United States
Phone: (201) 996-1000
Fax: (201) 996-1001
Services/sales: RSD helps companies meet the growing challenge of information governance by providing market-leading products within this area of expertise. RSD is positioned in the Leaders Quadrant in Gartner, Inc.’s “Magic Quadrant for the Integrated Document Archive and Retrieval Systems” (IDARS). We have over 1200 clients globally and approximately 150 here in the US, many in the Fortune 500.

RVM, Inc.
Vincent Brunetti
80 Pine Street, 10th floor
New York, NY 10005
Phone: (212) 693-1525
Fax: (212) 693-0166
Services/sales: Microfilming, paper scanning, microfilm scanning, data entry services, image conversions. High volume digital image processing including OCR, barcode, recognition, PDF conversions, film processing and diazo duplication. Online repository and document management solutions are also available.

SMART Business Advisory and Consulting
Geoffrey Plante
14 Corporate Woods Blvd., Suite 102
Albany, NY 12211
Phone: (518) 427-7760
Fax: (518) 426-1631

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
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.

Status Data, Inc.
Jerrold Weinstein
350 Seventh Ave.
New York, NY 10001
Phone: (212) 947-0143
Services/sales: Status Data specializes in providing cost effective and efficient document management, document scanning, document archiving, indexing, OCR scanning, data entry, data input, and data conversion.

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
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
Services/sales: Records management program development, implementation of ERM/ECM software and solutions, data and document conversion, application hosting, and onsite staffing.

Ryan Santoro
7900 E. Union Ave., Suite 800
Denver, CO 80237
Phone: (303) 865-1237
Fax: (303) 865-1205
Service/sales: You run your business; we will run your email and archiving. A subsidiary of Perimeter eSecurity and a leading provider of Hosted MS Exchange, wireless, and email archiving services. A partial list of our services includes MS Exchange 2007, SharePoint WSS 3.0, and Consolidated Gateway Services – On-Demand Disaster Recovery/Business Continuity.

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.

Zasio Enterprises, Inc.
David Stephens
316 North Third Street 
Phone: (919) 989-1106