County explores shared records‑management system after Blackford County inquiry

Delaware County’s IT director reported a recent inquiry from Blackford County about piggybacking onto Delaware County’s records‑management (RMS) system. Commissioners directed county staff and sheriff’s office representatives to discuss terms with Blackford County and to provide a cost estimate and recommended contract structure. IT staff said adding another jurisdiction would primarily require licensing and possible data conversion work; any conversion or implementation costs would be expected to be paid by the requesting county. Commissioners recalled a similar prior negotiation with Ball State and said any agreement should include an annual administrative fee to cover ongoing IT maintenance and workload. One commissioner referenced a previously negotiated arrangement that included a $30,000 annual fee (split to reimburse the statewide 911 fund and to fund IT costs) as an example of how the county might structure charges. Why it matters: Sharing a records‑management system can improve multi‑jurisdiction access to police and court records and reduce duplicative systems, but it creates ongoing IT workload, license obligations and potential liability that the county wants to cover contractually. Discussion vs. direction: Commissioners did not approve a contract; they directed county IT and public‑safety staff (named individuals) to continue conversations with Blackford County, estimate costs and return with a recommended contracting approach that ensures the requesting county bears conversion and ongoing costs. Next steps: IT and public‑safety leadership will contact Blackford County and provide commissioners estimates and draft contract terms; staff suggested including an explicit annual administrative fee and clear language assigning conversion and licensing costs to the external party.