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County awards $51,862 contract to Kofile to preserve and image District Clerk civil case files
Summary
The Court approved a Kofile Technologies contract to preserve, image and index District Clerk civil case files (trifold preservation, imaging and standard indexing) with an estimated project total of $51,862.09 under TXMAS purchasing vehicle.
The Commissioners Court on June 2 approved an agreement with Kofile Technologies to preserve, image and index District Clerk civil case files, a project Kofile priced at an estimated $51,862.09.
The scope includes trifold preservation and encapsulation in archival polyester pockets, imaging at 300 dpi with Kofile’s IMAGE PERFECT processing, and standard indexing (document type, case number, plaintiffs/defendants, case date). Kofile described archival methods such as deacidification with its proprietary solution, lay-flat pockets and binding options intended to protect fragile pages.
The county accepted the Kofile proposal and directed staff to proceed under the TXMAS contract referenced in the quote. Kofile’s proposal noted project assumptions: pricing based on estimated volumes and condition, final billing based on actual page/document counts, and an initial 50% invoice at first pickup with the balance billed upon completion or delivery.
Why it matters: Digitizing and preserving civil case files addresses records access, longevity and disaster recovery for historic court records. The contract provides a durable digital archive and indexed images that the District Clerk’s office can use for search and access.
What’s next: Kofile will proceed under the terms in the proposal and the county will process the initial invoice and track completion against the agreed scope and TXMAS purchasing vehicle.
