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Register of Deeds seeks $189,443 contract to digitize historic records
Summary
Lincoln County Register of Deeds proposed a scanning project with US Imaging to digitize books and microfilm (estimated $189,443.26, funded from the register's M&P fund). Commissioners approved moving forward; public questioned vendor selection and data security.
Register of Deeds Becky Van Der Root asked commissioners to authorize a contract with US Imaging to scan and enhance bound books and microfilm so historic deeds and records become readable and searchable. Becky said the project is estimated at $189,443.26 (estimate based on unknown final microfilm volume), would be paid from the register's M&P fund (derived from recording fees), and could span into 2027.
Becky explained in‑house scanning yields lower quality for bound, fragile volumes and microfilm and that US Imaging offers higher‑quality enhancement and backup. Commissioners asked whether local vendors were considered and whether the county would retain control of the images. Becky said she contacted Active Data in Sioux Falls (which outsources microfilm) and that US Imaging would make backups for the county; she did not believe the contractor would share records publicly. Public commenters asked whether competitive bids were solicited and about data security; Becky said she had checked the association and the vendor history but did not provide a formal procurement comparison in the meeting packet.
Commissioner Schmidt moved, Commissioner Otten seconded, and the board approved the contract authorization by roll call. Staff will return with formal contract documents and implementation details.
