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Register of Deeds seeks to digitize records, explains $5 modernization fee distribution
Summary
Lincoln County Register of Deeds Becky Vanderbrook told commissioners she plans to use the county Modernization and Preservation Fund and outside vendors to digitize more records; of the $5 modernization fee per recorded document, $3 remains with the county and $2 is sent to SDACO for redistribution statewide.
Becky Vanderbrook, Lincoln County Register of Deeds, updated commissioners on recordkeeping and a planned digitization effort on March 11 and described the county’s use of the Modernization and Preservation Fund.
Vanderbrook said her office records land records, plats, mortgages and vital records and has restructured document names in the county’s Document Pro system to improve public searchability. She said the office increased digitization of historical records and plans to continue digitizing microfilm and index books to improve image quality and search functions.
On funding, Vanderbrook explained the $5 modernization and preservation fee charged on many recorded documents: $3 of each fee stays in the county fund and $2 is forwarded to the South Dakota Association of County Officials (SDACO), which redistributes collected funds to counties once per year. Vanderbrook said she plans to use fund balances and budgeted amounts to outsource further digitization work to an outside vendor used previously by county auditors.
When asked whether the digitization would be performed in-house or contracted out, Vanderbrook said the work would be outsourced to a vendor and that she did not yet have a firm estimate. She said the county has monies reserved in the modernization fund and intends to phase digitization work while maintaining a reserve for daily operations.
No formal action was requested; Vanderbrook said she will return with contract specifics and estimates as needed.
