Examiners here in Rhode Island have been using handheld scanners for years now. At first there were some clerks who tried to stop people from using them, but they came around. As far as I know there are no land evidence offices in Rhode Island that prohibit their use. Everyone here uses the HP Capshare which you slide over the document. This allows scanning without taking the books apart, and in my opinion is less damaging to the records than smashing a book down on a photocopier. Believe me, when you've got a declaration of restrictions that is over 50 pages to copy the scanner is way faster, cheaper and easier than standing at a photocopier. Also, because they are scanned the documents can be stored for later use. I think in the long run it is worth the fight.

What is the reason for them not allowing it (other than revenue loss)? If they allow duplication of documents by photocopier, I don't see how they can deny you from scanning them. It is basically the same process. I would think that they need to have some legal basis for refusing the use of scanners. Is there is a statute in your state that requires duplication of documents to be handled by the record keeper?

By they way, I seem to remember a similar discussion regarding scanning on this message board before. It was months ago, but check back.

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