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Clerk outlines 2026 cuts, new restricted fund and plan to move 10 million documents to digital archives
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Summary
The county clerk presented a 2026 plan that meets the target budget by holding four vacancies, moving two roles to a proposed restricted fund supported by a new $5 filing surcharge and vendor revenue, and completing migration of roughly 10 million legal documents to a digital archive service.
The county clerk told commissioners on Sept. 15 that the office met its 2026 target by combining personnel reductions, restricted-fund accounting and other O&M cuts. The clerk said the office will keep four positions vacant through 2026, will not fill three specific positions and, subject to commission approval, will move two positions into a new restricted fund financed by a legislated $5 surcharge on certain filings and a document-viewer subscription program.
The clerk described the proposed restricted fund as a vehicle to pay for an archives specialist and a processor who maintain records and keep processing improvements that reduced continuance rates. The office estimated the surcharge would generate about $20,000 in the partial current year and roughly $41,000 in 2026 (assuming a 40% fee waiver rate). Combined with a $35,100 annual contract payment from a court document viewer, the restricted fund projection was $131,000 for 2026; the clerk said she needs about $111,000 to cover the two positions.
On modernization, the clerk reported completion of an 11th modernization project and said the final project, moving the legal record to a commercial digital archives provider, is near completion. The office said roughly 10 million legal documents are being transferred; digital archives will host records online, provide public access and pay the county a portion of copy fees. The clerk also described a separate e-filing program: 23% of filings are already electronic and the office is preparing outreach with the county bar to move toward mandatory e-filing for attorneys once the system is stable.
The clerk noted the office received state reimbursement related to legal financial obligations and that the state paid overtime and other costs for certain court-related work. The clerk requested commissioners consider restoring one administrative-support specialist and, if further funds are available, one courtroom clerk; otherwise the office will operate at 60.5 FTE in 2026 under the proposed budget.
No formal action was taken; the clerk said she will return with a formal restricted-fund resolution for commissioners to consider.
