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City clerk seeks to digitize archives and move liquor licensing online to reduce paper
Summary
The city clerk asked the finance committee to fund digitization of historical records and to expand an online application and payment tool for liquor-license applications and renewals, aiming to reduce paper handling and improve public access to documents.
Jennifer Stallings, city clerk, told the finance committee that her office seeks funding to digitize historical documents and to expand online liquor-license applications and payments.
Stallings said the clerk’s office is already using a Municode-hosted platform in a limited way and has a decision-package request to expand that service for an approximate $9,000 subscription and to pay for digitization. She displayed a fragile incorporation document from 1857 as an example of material the city wants preserved and made accessible online; the clerk said digitization would allow residents and staff to retrieve records without handling delicate originals.
For liquor licensing, Stallings said the city currently processes applications and renewals largely on paper and by in-person payments. The proposed ePROval service would allow applicants to apply, renew and pay online; Stallings said the office would still assist applicants who need help or prefer paper. She noted renewal volume: as of early October the city had about 206 active liquor licenses and annual renewals are significant workload events for the clerk’s office.
Stallings also said the clerk’s office converted some functions to digital previously (for proclamations) and that the Municode option appeared substantially less expensive than a larger, $750,000 system the office had considered. The clerk said she will work with staff to ensure applicants can continue to use paper if necessary and that staff can enter applications on behalf of applicants who need assistance.
