County clerk seeks high-density filing system to bring records home; one option estimated at $357,505, relocation option $870,000

County Clerk staff and construction-management personnel told the Cameron County Commissioners Court on Dec. 31 that the clerk's office has outgrown current storage and proposed a high-density filing system at the San Benito Annex as the more-cost-effective solution to bring records back from offsite storage.

Sylvia (County Clerk) and Georgina Lopez (Assistant Construction Manager, introduced by county construction staff) said the county currently stores a large backlog of records offsite, with the clerk noting "a little over 2,000 files in Dallas" in addition to other books and film. Staff described water intrusion, pests and limited space at the annex and stressed the state-mandated retention requirements that make local, secure storage important.

A Dermont high-density system was presented as Option 1. Staff said the system vendor proposal for the shelving itself was about $312,489. Additional expected costs included an Artech basic-scope fee of $5,500, slab testing for about $2,560, ductwork modifications estimated at $5,000–$7,000, and a recommended (but not required) conversion of the fire-suppression system from wet to dry at $25,000–$30,000. Staff reported an estimated project total of about $357,505 for the installation at the San Benito Annex.

Staff also presented Option 2: relocate the clerk records and office to the Williams Road annex, with demolition/design/construction and move-in phases. Staff gave a rough relocation estimate of about $870,000 (staff listed components including 1,900 square feet of office work at $285,000 plus a 3,900-square-foot storage build-out at $585,000).

Commissioners asked about lead times, cost comparisons and whether some currently budgeted equipment or allowances might be reprioritized. A vendor/expert said lead times for the shelving are likely in the weeks-to-months range, and staff said procurement procedures could lengthen the schedule. The court acknowledged the presentation and asked staff to return with more precise procurement and cost details at the next meeting.

Why it matters: The clerk's office is responsible for statutory record retention. Bringing records back under county control would centralize custody, reduce ongoing offsite storage costs (a future bill from the out-of-county vendor is expected), and address preservation risks from water and pests.

What remains: Staff will provide a more detailed cost estimate, procurement timeline and the offsite storage invoice when available, so commissioners can make a final funding decision.