Clerk of court describes multi‑decade records digitization and office water damage concerns

Stacy Kleist, the clerk of court (joining by Webex), told the Public Safety Standing Committee on May 2 that her office is leading a long-term, in‑house effort to digitize decades of paper case files that remain on rolling vault shelves and must be retained to statutory retention schedules.

Kleist said the office is modifying shelving in a FireSafe vault and intends to secure large exhibits with bungee cords so rolling shelves can continue to move without dislodging boxes and materials. She said most recent filings are electronic (attorneys have filed digitally since 2014) but that many older files still require per-document scanning; the office prefers to do scanning in-house because the clerk remains statutorily responsible for court records.

Kleist and probate office staff also described recent water-damage incidents that soaked desks and state‑owned office equipment. Administrator Trish Clements visited the office to review ceiling damage; staff reported paint or ceiling material falling above staff workstations and said a water fountain outside the courtroom once discharged and saturated a desk, necessitating replacement of a computer and scanner. To reduce risk pending repairs, staff moved furniture forward and shifted state‑owned equipment; they asked county maintenance and administration to evaluate insulation or pipe work above the library area.

Kleist said the office continues to prepare monthly and annual financial reports required for state aid and that staff are balancing day-to-day court clerking duties with records management and scanning projects. She said the probate office is also busy with annual guardian accounting reviews and court calendar work.

No formal committee action was taken; staff requested follow-up maintenance assessment by county administration.