County staff recommend five‑year Cody Pathfinder records system, say integration grant covers conversion cost

Warren County staff recommended that the board approve a five‑year subscription with Cody Pathfinder to replace the county’s current Tyler records management system, saying the switch would add statewide information sharing, improved evidence and property tracking and compliance with NIBRS reporting.

An unidentified county staff member outlining the proposal said the new system “will allow us to actually share information, share, per, personal information back and forth from PD to PD so we're not making phone calls. It's all there to click the button and stuff like that.” The presenter added that the county’s ongoing annual cost would be about $10,395 — similar to current spending — and that a $30,000 grant has been secured to cover conversion and integration fees.

County staff described the contract as a five‑year license, with 11 user accounts budgeted and a phased conversion process. The staff member said the vendor’s integration fee is covered by the grant and that no immediate first‑year charge to the county is expected: “That was my ultimate goal of this project,” they said.

Commissioners asked for clarification about statewide sharing and whether agencies outside the county could be connected; staff said the system has that capability for jurisdictions that also use Cody. Staff also noted the system supports NIBRS reporting, which the state is phasing in to replace UCRs.

Staff requested that the board sign the contract before Dec. 31 to allow conversion to proceed and to place the county on the vendor’s conversion schedule. No formal motion or vote was recorded in the work session; staff said they would return with final contract paperwork and the implementation timeline for a future meeting.

The board’s next steps are for staff to finalize contract terms, confirm grant funding for conversion and present the finalized agreement for approval at a subsequent public meeting.