Clerk of court asks commissioners to fund criminal e-filing conversion; board approves initial cost

Hart County’s Clerk of Court told commissioners the office needs to convert criminal filings to an electronic filing platform and asked the board to fund the transition and associated server costs. The board approved the request and accepted a budget adjustment at the May 2025 meeting.

The clerk, speaking during a departmental report, said the software and equipment package would replace the current system and bring criminal filings in line with civil and real-estate e-filing already in use in nearby counties. He said some counties in the circuit have already adopted the platform and that Franklin County was rolling out the same system; the clerk proposed coordinating training with Franklin to ease the transition. “Once you cut the old off, you don't get it back,” the clerk said, noting other counties experienced conversion problems when moving too quickly.

The quoted one-time and ongoing costs presented at the meeting were: an initial conversion and equipment package totaling approximately $24,420 and an increase in annual maintenance from about $2,460 to $10,538 (an increase of about $8,078 per year). The clerk said vendors provide daily backups at 6:30 p.m. and an additional backup is maintained offsite; the state archives also performs nightly backups for clerks at no charge.

Commissioner Bennett moved to proceed with the conversion and the related budget amendment; Commissioner Brown seconded. The motion passed 5-0. The clerk said training for one staff member is available immediately and that coordinated rollout with Franklin County would allow joint training and mentorship.