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Board approves audio and video recording system for New Kent Circuit Court
Summary
The Board authorized the county administrator to sign a BIS Digital contract and appropriated up to $117,601 for an audio/video system for the circuit court; state reimbursement of $36,283.81 is expected.
The New Kent County Board of Supervisors on April 14 authorized the county administrator to execute an agreement with BIS Digital to purchase and install an audio and video recording system for the New Kent Circuit Court and appropriated up to $117,601 from the capital fund balance for the project.
County staff told the board the availability of certified stenographers has declined, leaving courts to seek alternatives for creating official transcripts. The BIS Digital system is sanctioned by the Supreme Court of Virginia and is already in use in roughly 100 circuit courts statewide, the circuit court clerk said. The vendor’s software captures audio and video and generates a digital record that can be transcribed remotely.
Circuit Court Clerk Crump told the board BIS Digital is “sanctioned by the Supreme Court of Virginia” and that the vendor provides remote support. Crump said county staff would operate the system; the clerk’s office would bookmark cases during dockets so that recordings could be forwarded to a transcription firm if a transcript is requested.
County Administrator Rodney A. Hathaway noted the total cost of the proposal was not to exceed $117,601; he also said a portion — $36,283.81 — is reimbursable by the state, leaving a projected county cost not to exceed $81,317. The board voted to approve the appropriation and contract authorization after a roll call.
Staff said implementation depends on completion of network wiring and that vendor installation and training take approximately three days, plus a training day; staff will arrange those dates to avoid court hearings. The board asked about maintenance: the system includes a one-year warranty and the county may purchase an extended support contract; remote vendor support is available for in-session failures, Crump said.
The motion directed staff to execute the agreement in a form approved by the county attorney and to appropriate funds as stated; staff will return with implementation updates.
