County staff flags possible public‑records gap tied to print‑services and phone use

Tim, a county staff member, told the Trempealeau County property meeting on April 13 that switching to a print‑services contract appears to have created a gap in the county’s public‑records process. “I got pricing from one of our suppliers, and it's a $120 per phone per year,” he said, adding that the county will likely need to address the cost in the 2027 budget.

Why it matters: County officials said the gap affects how messages and records created on phones or through third‑party print services are retained and audited, a concern for public‑records compliance. Tim said staff using text or instant‑message tools risks losing auditable records and suggested staff should use county‑provided communication tools so an audit trail exists.

Details from the meeting: Tim told the committee that the issue was flagged by corporation counsel and that the county will explore changes before finalizing procedures. He said the county is determining which phones fall under the policy and who pays for them: “I’m an approver, but I’m not…where they are,” he said, urging departments to work through existing budgets. Tim also said he would not discuss security specifics on the televised meeting and offered to address sensitive details in closed session if needed.

What was decided: The committee did not take formal action on the matter at the meeting. Chair said he would speak with staff (naming Kurt and Tim in the discussion) before the next meeting to follow up on options and budget impacts.

What’s next: Staff will continue to investigate how the print‑services contract and phone workflows intersect with public‑records retention and return with recommendations — potentially including a 2027 budget item and, if necessary, closed‑session briefings on security details.