Belknap County commissioners approve registrar move to off-site server to address aging hardware

Belknap County Commissioners approved a registrar request to move the office's records software from an aging on-site server to an off-site vendor-hosted server, citing a vendor notice that the on-site hardware will stop receiving updates on Oct. 1.

Laura (Registrar) told commissioners the vendor, Fiddler, informed her that the county's on-site server “is going to be old. October 1, I can't do any more updates.” She said the vendor offers an off-site service with more frequent backups and heightened security and that the vendor performs backups “every 5 seconds” to a primary off-site location with an additional microfilm copy as a third backup.

The registrar outlined the budget impact: an estimated $46 increase for the remainder of the current year and an additional $184 over the next two years compared with the existing contract price. She said the off-site service requires only internet access and would let staff perform remote electronic filing; she also said the cost could be charged to the office's surcharge account.

Commissioners asked for practical details, including the server's physical locations; Laura said the vendor's primary host was in Illinois with a secondary backup “maybe New Jersey.” Commissioners asked about existing maintenance agreements and backups; Laura said the current on-site process uses nightly tape backups whereas the vendor would provide near-continuous remote backup and replacement of leased hardware as needed.

A motion to approve the registrar's switch to the off-site server and any associated charges carried unanimously. Commissioners noted there would be no vendor charges until Oct. 1 if the paperwork were signed now, and that any ongoing budget impact would be discussed further at budget time.

The county did not supply an ordinance or statute as the basis for the decision during the meeting; the action was recorded as an administrative contracting approval by the board.