Reno County OKs vendor contract to redact deed files for online access

Reno County commissioners voted to hire Extract Systems to perform a one-time redaction of deed documents so the county can expand safe digital access to recorded deeds.

Tim Mlache, the county IT director, told the board the county identified about 250,000 documents (roughly 500,000 pages at two pages per document) that may contain personally identifiable information such as Social Security numbers that must be redacted before broader online publication. The recommended vendor’s quote in the competitive process was approximately $0.12 per page.

Michelle, the register of deeds, told commissioners the project is an appropriate use of the register’s technology fund and that Extract Systems has worked on similar redaction projects for hundreds of government organizations. She said the vendor will reprocess any documents missed in their automated pass at no additional cost during a one-year remediation period, and that the project uses U.S.-based staff who have undergone background checks.

Commissioners asked about liability if PII were released. Michelle and IT staff explained that records filed in the register’s office are public by statute, but the redaction project is intended to protect residents by preventing bulk digital exposure. The vendor’s remediation commitment and the fact that the work is U.S.-based were cited as risk-mitigation factors.

The commission approved the contract by roll call vote. Funding for the project will come from the Register of Deeds technology fund; officials estimated a total cost in the tens of thousands (transcript quote provided at the meeting equated the per-page quote to approximately $60,000 in aggregate).

Next steps: Staff will execute the vendor contract and begin the redaction process. The register’s office and IT will monitor outcomes and reprocess any missed items during the vendor’s remediation period.