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County clerk seeks funding plan to begin attic records imaging; proposes using Clerk Perpetuation Fund and one-time refunds
Summary
The county clerk told commissioners she is seeking about $32,000 from a combination of Clerk Perpetuation funds and an anticipated $60,000 county refund to begin imaging historic records stored in the attic and to reduce storage weight.
FULTON COUNTY, Ind. — The county clerk on July 7 asked commissioners to consider funding a records-imaging project to digitize historic county records stored in the courthouse attic.
The clerk said a vendor quote to start imaging was approximately $60,000. She proposed combining unused salary-related balances in the Clerk Perpetuation Fund to produce roughly $32,000 upfront and asked commissioners to consider allowing use of a roughly $60,000 reimbursement the county expects to receive in the next month or two from a third party (Rubicon) to cover the remainder of the project cost.
The clerk said the project would begin with order books, which must be retained permanently, and that imaging would allow the county to discard physical copies once retained records are securely digitized. She asked commissioners to review the materials and agreed to present the request to county council.
Why it matters: Digitizing permanent records could reduce storage needs and preserve legally required documents. The clerk did not request final funding approval at the meeting but sought the commissioners' support to propose a financing plan to the county council.
No formal vote was taken; commissioners encouraged the clerk to present the funding materials to the council for final approval.
