Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the It Equipment topic
No spam. Unsubscribe anytime.
Commissioners approve three new computers for records office, staff continue planning large document-imaging project
Summary
The board approved buying three computers for the Register of Deeds office and discussed a larger document-imaging effort that would be paid largely from the county's M&P fund; staff will return with firm quotes for scanning plats and deed books.
The Hand County Board of Commissioners voted to approve the purchase of three desktop computers to support the Register of Deeds and public access terminals, using the county’s M&P (maintenance and preservation) fund with a small general-fund contribution.
Register of Deeds staff member Susie told the board that the M&P fund balance is about $50,000 and that the proposal compared two vendor quotes (referred to as “A and B”). She recommended the A-and-B proposal, saving about $460 compared with the alternative. Commissioners moved and seconded a motion to approve the A-and-B purchase; the motion passed unanimously.
Staff said the purchase is the first step in a broader records project. Susie described a separate, larger proposal from a vendor (US Imaging) to scan deed and miscellaneous books and import images into the county’s Document Pro software. She said some documents require separate document numbers and that the US Imaging project would be paid from the M&P fund; staff will return with final estimates for plat scanning and the total quantity of images.
Why it matters: Upgrading office PCs and digitizing historical records would improve public access to deeds and plats, reduce wear on physical books and allow backups; commissioners approved the immediate hardware purchase and requested more information on imaging scope and costs before approving that work.
Details commissioners noted: Susie said two of the three new PCs would be paid from the M&P fund and one would require a $1,000 general-fund contribution from the department’s budget. She also reported a tentative $58,000 figure in vendor estimates for parts of the imaging project and said the county needs to confirm the number of scanned plats (Susie said she has about 800 plats scanned already and would verify counts before the next meeting).
Next steps: Staff will coordinate with InfoTech for setup, confirm final imaging counts and pricing with the vendor, and present a final cost estimate at a future meeting before proceeding with large-scale scanning.
