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County staff explore digitizing tax records; commissioners ask for vendor proposal and funding plan
Summary
County staff discussed scanning roughly 300 boxes of legacy tax records to complete a backfile digitization project; commissioners asked for a vendor proposal, cost estimates, and plan for capital-improvement funding.
At the Dec. 2 meeting, county staff and commissioners discussed a proposal to digitize older tax records stored in boxes, potentially completing a multi-year backfile conversion.
Kelsey told commissioners the project could empty the storage area and estimated about 300 boxes remain to be scanned. Pricing discussed in the meeting ranged from roughly 7¢–9¢ per image, with indexing costs of 10¢–25¢ per case; a typical box was described as holding about 2,500 images and roughly 50 case files. Commissioners asked the requester to provide a written proposal that included contractor name, scope, pricing and a recommended funding source.
Commissioners discussed using the capital improvement fund or supplementing with year-end departmental balances to accelerate the work. Staff noted the county's transition to mostly digital operations means this is a one-time backfile project once complete.
Next steps: Kelsey will return with a vendor proposal and firm pricing and the finance office will identify potential capital-improvement allocations to cover part or all of the cost.
