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County clerk reports Dream Project progress; passports, DMV revenue and scanning updates
Summary
Cayuga County's clerk reported progress on a multi-year document-digitization project, current DMV revenue during a slow season, and that passport services remain suspended until a new location and equipment are established.
County Clerk staff reported that the county's multi-year document digitization effort (referred to in the meeting as the "Dreams" project) is ahead of schedule on the county's portion and expected to reach a final documents-upload milestone this summer.
"We're hoping that at this point that we're gonna be entering phase 4, the final phase of getting documents out the door, in the very near future, like, within the next month or so," the county clerk reported, adding the county expects documents uploaded to be available by the end of the summer. The project is a multi-vendor effort: county staff, a scanning vendor (EBS), and an endpoint vendor (Laserfiche). The clerk said the county side of the project is about 83% complete, EBS was at about 67% and Laserfiche about 44% on their parts.
Finance and operations: The clerk reported DMV-related revenue (a slower winter month) and that the office is "under budget" at this point. For the month referenced, the clerk cited roughly $43,000 in county clerk office revenue and just under $50,000 in DMV retention revenue, describing this as a slow time of year.
Passports and services: Passport processing remains suspended at the clerk's current location because of space and equipment constraints following a relocation. "We're not doing it because we had to relocate. We don't have the space for it... The equipment has been removed from the building at this point. It's in a safe spot," the clerk said. The clerk expects passport service could resume after the office moves to a new location and the necessary equipment is reinstalled.
Scanning details and DA office: The clerk said scanning countywide documents is handled by contracted services; in some cases the district attorney's office scanned certain documents in-house previously due to legal access restrictions for sensitive case files. The clerk said the district attorney allocated around $80,000 for overtime related to scanning in that office.
Why it matters: The Dream Project is intended to digitize records for public access and records management; progress toward final uploads accelerates access and reduces long-term storage costs. Passport resumption depends on finding appropriate office space and reinstalling equipment.
Ending: The clerk said the Dream Project work will continue and the office will resume passport acceptance once space and equipment are in place at the new location.
