Register of Deeds seeks to buy Tyler Technologies records system; $918,021 from restricted technology fund requested

Register of Deeds Amy Meekerberg presented a request to license an enterprise records management system from Tyler Technologies via a Sourcewell cooperative contract. Meekerberg said the system would replace a platform in place for more than 20 years, integrate with the county appraisal, clerk and treasurer systems, and provide functions such as intelligent indexing, automated redaction, a public online document library, property-fraud alert notifications and electronic filing and certification.

Meekerberg said the county records about 100,000 documents annually (deeds, mortgages, liens and other documents), with roughly 80% arriving electronically. She said funds for the purchase were appropriated as part of the Register of Deeds Technology plan and that the Register of Deeds Technology Fund is restricted to equipment and technology services for that office. The requested license and service agreement would run five years with payments in escalating annual installments totaling up to $918,021; staff completed a security risk assessment and contract negotiations before recommending the purchase.

Commissioners asked procedural questions about procurement; one commissioner said the purchase will be a benefit to residents and attorneys. Commissioner Ashcraft asked to keep the item on action and meet with Meekerberg before the BOCC meeting. No final BOCC authorization is recorded in the March 27 agenda-review transcript.