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Adams County commissioners consider phased digitization of records after vendor demos; estimated costs range from $58k to $229k
Summary
Commissioners reviewed vendor samples and three proposals to scan and OCR county records (commissioners' minutes, surveyor maps/books and auditor/plat books). The board agreed to pursue a February presentation to county council before committing funds and favored a phased approach.
County staff and a vendor presented samples of digitized records and three costed proposals to the Board of Commissioners, prompting discussion about preservation, searchability and phased implementation.
Tom and committee members reported that vendor samples were high quality and that searchable, OCR'd Adobe files would improve public access and preserve records. The committee recommended starting with the commissioners’ books (proposal about $58,650) and then addressing surveyor records (roughly $33,000) with an eventual plan to consider a larger auditor/plat-book project (quoted at approximately $228,839), which would make plat books editable electronically.
Commissioners discussed benefits (preservation against fire or damage, improved access for title searchers, possible future online links) and concerns (large up-front cost, need for county-council appropriation and contract approval, interoperability and who will maintain editable plat books). Tom noted some offices (recorder/clerk) already scan current documents and that phased work could minimize yearly budget impact.
Commissioners asked staff to place a joint vendor presentation on the February county-council agenda so council can review samples and consider appropriation. Several commissioners suggested doing the commissioners’ books first to get immediate preservation and searchable access with lower initial cost.
What happens next: staff will send proposals to county council, arrange a demonstration for February, and explore phased funding and any available departmental funds to offset costs.
