Board creates part‑time scanning clerk positions to digitize court records; staff to retrieve ~300 offsite boxes

The Board of Commissioners approved creating temporary, part‑time scanning clerk positions for the court clerk's office to convert legacy paper files to electronic records.

Court clerk supervisor Jill told the board the county has nearly 300 boxes of older court records stored offsite (in Boise) that the office would like to return and scan. Jill said the county currently pays between $200 and $300 per month to store those boxes and pays an additional retrieval fee (reported as about $40 per file) when records are requested from the storage facility. She described the scanning task as labor‑intensive and recommended part‑time temporary positions to keep hires below benefit thresholds.

The board approved creating the position at grade 3 with a starting pay rate equivalent to step 1 ($17.61/hour as listed) and authorized staff to advertise. Commissioners and staff discussed logistics for moving boxes back to county space, securing transport and ensuring locked, secure handling during scanning. Staff estimated that with two part‑time hires the backlog of approximately 300 boxes could be scanned in roughly two years; current in‑office scanning activity proceeds at about one to one and a half boxes per week without the new positions.

Why it matters: bringing files onsite and scanning them will reduce monthly storage fees, speed public retrieval of records and integrate older documents into the county's Odyssey records system.

What happens next: staff will advertise the positions, arrange transport of boxes (U‑Haul or enclosed truck), and begin hiring and scanning.