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County updates digitization project: contractor has delivered 1.7 million images; completion expected in October
Summary
County IT director CJ Johnson reported that a contractor has scanned about 1.7 million images toward an estimated total of 4.2 million pages. The project remains on the original contract budget; staff imported received batches and expect project completion in October 2025.
Van Buren County IT Director CJ Johnson told the Board of Commissioners on May 13 that the county’s digitization project has progressed substantially: contractors have delivered about 1.7 million images so far toward an estimated 4.2 million pages to be scanned.
Johnson reminded the board that the county originally approved a contract in October 2023 for $492,000 covering court basement files and records stored at sheriff’s facilities. After onsite box removal and scanning, the contractor reported a total of roughly 4.2 million pages, which explains the project’s extended timeline. Johnson said Graphic Sciences did the initial box removal and scanning; index work and meetings with court staff informed the filing structure.
To speed delivery, the contractor has been sending batches on physical flash drives; Johnson said the county has imported all received batches to date and built OnBase cabinets and security groups with Applied Innovations so courts can access records. “So far we've had about 30 batches…they've delivered 1,700,000 images,” Johnson said. He added the contractor estimates an October completion to deliver all remaining documents for import.
Johnson said the county has spent $224,000 of the $492,000 contract so far and that staff will verify final deliveries with the courts before the vendor destroys physical copies. The board accepted the update.
Ending: Once the courts agree documents are complete and indexed, vendors will destroy physical boxes per records-management procedures and staff will continue staging imports until complete.
