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Clerk reports increase in records requests; archives fee revenue up
Summary
At a semiannual public records commission meeting, the clerk reported a rise in in-person public-records requests, $11,834.27 collected in archives fees so far this budget year with a $17,750.27 projection, recent transfers to archives, and plans to nearly double storage space by moving to the armory. The meeting ended with an adjournment by voice vote.
The clerk called the public records commission to order and told commissioners that in-person public-records requests have risen since the last meeting on Aug. 19.
The clerk said the county's archives holdings remain largely government records: “We have 90% government records. Uh 70% of those are permanent, 30% are temporary, and we hold about 10% historical records.” She said phone and email requests remain common and, while Facebook Messenger requests are declining, in-person visits have “substantially increased.”
The clerk reviewed the commission's public-records (FOIA) process and response timeline, noting that “by law, we have 30 business days minus weekends and holidays,” and that she aims to process requests “within a week or so” to clear the desk quickly. She said the agenda packet lists request dates and types but does not include requester names; files are available for public inspection in the clerk’s office.
On finances, the clerk reported $11,834.27 collected from the $5 archives and records-management fee between July 1 and the end of February and projected total receipts of $17,750.27 for the budget year — about $2,000 more than last year. “These fees are restricted funds,” she said, and they help cover an archives and records management budget listed in the packet as 44,659.
The clerk described recent transfers into the archives: three boxes from the trustee’s office and 10 boxes from the general sessions court. Staff will inventory and catalog those items; trustee records typically follow a five-year retention schedule and are destroyed afterward, while general sessions court records are permanent, she said.
The election office submitted a list of records recommended for destruction; the clerk attached the list to the meeting materials and invited commissioners to sign a records-destruction approval form that evening or review it later. The clerk also praised “Ms. Annette” for maintaining records and managing what can and cannot be destroyed.
Regarding space, the clerk said the combined vault, museum office and records office currently total just over 1,000 square feet, and a planned move to the armory would provide more than 2,000 square feet, nearly doubling storage capacity.
The clerk opened the floor for questions and public comment and then moved to adjourn. A second was recorded and the clerk called “All in favor,” adjourning the meeting by voice vote.
The commission did not record a roll-call vote or name seconders in the transcript; no formal contested motions or ordinance actions were taken during the session.
