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Commissioners appoint municipal records committee, authorize registrar to pursue Fiddler records system
Summary
Carroll County commissioners named members to a municipal records committee to update retention practices and authorized the registrar of deeds to proceed with contract discussions with Fiddler for a new land records management system using delegation-approved funds.
The Carroll County Commission on May 19 approved appointments to a municipal records committee and granted the registrar of deeds permission to proceed with a contract to migrate land records to Fiddler Technologies.
Commissioners said the records committee will keep the county's records-retention schedule current and address technology gaps not yet covered by policy, including retention of text messages and phone logs. The committee membership reported at the meeting included the executive coordinator, Aaron Ziffrick from the finance office, Keith Blair, April Carpenter (records manager), Karen Bridal (registrar of deeds) or her deputy, Brian King from the jail, Mike Santuccio from the sheriff's department, and Justin Lakey from the IT department. The commissioners voted to approve the listed committee members.
Registrar Karen Bridal reported the delegation approved use of formerly ARPA-designated funds to support a new land records management system. She recommended working directly with Fiddler Technologies instead of opening a new RFP to speed implementation. Bridal and staff warned the migration is substantial: even with a waiver of the RFP process, Bridal said the county would not likely be fully operational on a new system before the second quarter of next year because of the size of the data and the work involved.
Bridal asked commissioners to permit her to proceed with contract negotiations and the commissioners agreed to let her move forward. She said final costs and a precise timeline would depend on confirmation from the county IT department about the actual size of the county's data and other technical details.
Commissioners and staff said the committee will also pursue employee training and develop policies so that email, text messages and phone logs are handled according to retention rules. The committee plans to evaluate electronic storage options, solicit vendor demonstrations, and report back to the commission before any final contract is executed.
No contract was executed at the May 19 meeting; commissioners gave authorization for the registrar to pursue the planned procurement steps.
