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Register of Deeds seeks funds to rescan records; explains M&P fee distribution
Summary
Register Becky Vanderbrook described a rescanning project to make records indexable and searchable and explained the $5 modernization-and-preservation (M&P) fee per document (with $3 retained locally and $2 sent to a statewide fund) that supports the work.
Becky Vanderbrook, Lincoln County's register of deeds, asked commissioners to support continued use of modernization and preservation (M&P) funds to rescan older deeds and microfilm into a format compatible with the county's document system. She explained that $5 is the typical M&P fee on documents processed; $3 remains in the county fund for local modernization and $2 is remitted to a statewide pool that helps smaller counties acquire scanning and indexing capability.
Vanderbrook described past purchases supported by the fund, including a server and work on indexing projects, and said the countyhas partnered with US Imaging to perform rescans in formats that integrate with the county's DocPro software. "When I started back in 2014, every request for a document meant walking back to the vault," she said, describing how indexed, digital records now reduce staff time and improve public access.
Commissioners asked technical and fiscal clarifying questions about monthly transfers to the state fund and the extent to which the M&P fund covers local needs. Vanderbrook said monthly remittances vary with filing volume and that updating older scans will improve accuracy and reduce future staff time.
