Commissioners approve IT purchases, renew backup license and delegate email-access approvals to chair

Josephine County commissioners voted 3-0 to approve purchases and administrative changes brought forward by the county's information technology director, including new vehicle docking stations and an annual backup software renewal. The board also voted to delegate to the chair authority to approve IT access to electronic communications of former employees under the county personnel policy.

The IT director said the county needs new docking stations for law enforcement vehicles because the department is transitioning to Windows 11 laptops that “require a new updated docking station.” The director said individual docking stations cost “approximately, $800 a piece” and that the total for 15 units is $13,491.15. The board moved and approved that purchase by roll call, with Commissioners Smith, Barnett and Black voting yes.

The director told the board the department does not yet know whether installation of the docking stations will be handled in-house or by public works; staff said they will confirm installation responsibilities after the county receives the units. The director also said the old docking stations will be removed “on an as needed basis as we replace them or upgrade them.”

On a separate IT item the board approved a backup software licensing renewal for $10,586. The director described the product as the county’s cloud-based data backup platform used to replicate servers and restore files after a compromise; he said staff “used it just this morning” to restore a file for a department. The board confirmed the item is budgeted and approved the renewal 3-0.

The third IT item concerned a personnel-policy provision (personnel policy, Article 9.3, subsections b and e) that requires board approval before IT may access an employee’s electronic communications and reassign them to another department. The director asked the board for guidance to streamline routine requests from department heads. The county will track requests in writing via email, the director said.

To expedite operational needs, the board voted 3-0 to delegate to the chair authority to approve IT access to departing or temporarily absent employees’ electronic communications under that policy. Commissioners said the delegation is intended to maintain oversight while avoiding delays when departments need timely access.

The approvals came during the IT block on the agenda; commissioners said they expect the department to report back with installation details for the docking stations and to continue briefing the full board on cybersecurity and budget impacts.