Recorder presents perpetuation fund plan and office digitization; council to consider ordinance by year‑end

Boone County Recorder presented a plan to use the recorder’s perpetuation fund for office updates, digitization and furniture replacement and told the council an ordinance establishing the maximum amount to be spent must be adopted by Dec. 31.

The recorder said the perpetuation fund — which is supported by recording fees — is distributed monthly through the auditor and that the office intends to pay full‑time salaries from that fund and use it for office refurbishing, converting large bound books to hanging file folders, digitizing records, and improving customer access in the backroom and meeting spaces. The recorder said the office will use off‑site storage for original volumes after digitization and that the goal is to avoid drawing on the county general fund for these costs.

The recorder said she has circulated an ordinance draft (based on guidance from the State Board of Accounts) to staff and the state for review and that a formal ordinance must be in place by year end to set the maximum amount that the office may spend from perpetuation funds for items outside routine disbursements. The recorder said she will work with county legal staff (Jewel) to schedule the ordinance for committee review and council action soon.

Council members toured the recorder’s office recently and praised the planned modernization work; the recorder said the proposed changes are intended to improve public service and preserve records.

The council agreed to place the ordinance on a future agenda and will formally consider the measure prior to the Dec. 31 statutory deadline.