County Clerk wins approval to microfilm records and preserve marriage-license index books
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Summary
Kelly Pinion, County Clerk, asked the court to authorize addenda with CoFile for microfilm creation/storage as an off-site backup and to preserve eight marriage-license index books; both items were approved and funded from records-preservation fees (not the general fund).
Kelly Pinion, Lubbock County Clerk, requested approval of two records-preservation actions funded from fees rather than the general fund: an addendum with CoFile for microfilm creation and off-site storage as a disaster backup, and an addendum for preservation work on eight marriage license index books dating back to the 1890s.
Pinion explained the microfilm service is a standard, fee-funded records-preservation expense meant to provide an off-site backup "should for whatever reason, we lose our records, the paper ones and the digital ones," she said. Commissioners moved and seconded the item and approved the CoFile addendum.
On the marriage-license-index preservation, Pinion described conservation work including tape removal, page repair, deacidification and encapsulation to slow future deterioration. She provided samples at the meeting and the court authorized the preservation addendum for eight books. Pinion emphasized these preservation funds come from user fees and are not charged to the county's general fund.
No further budget allocations were requested on the record; the measures were presented as regular records-preservation activities.