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County approves seasonal archive assistant to digitize sheriff and attorney records
Summary
The commission approved hiring a seasonal document archive assistant to scan and index historic sheriff and county-attorney case files in order to comply with a new statute requiring certain cold-case records be uploaded to the DCI database and to reduce storage burdens in county facilities.
The board approved hiring a seasonal document archive assistant to digitize and index historical case files held by the sheriff's office and the county attorney, a temporary position intended to address an unfunded statutory requirement.
HR Director Gary McLean and county staff described the multi-step work: de-stapling and preparing files, scanning documents, indexing them according to a 25-page DCI index requirement for cold-case files, and securely disposing of paper records when eligible. McLean estimated the combined effort would require several months of seasonal work and said staff would charge time to the two offices' budgets under separate project codes. "This is going to take a little bit of time... we're not going to meet that time frame, by the way," McLean said, noting the statute imposes a schedule but no new funding.
Commissioners approved the hiring, and staff said the project should reduce physical storage needs in county buildings while moving required records into the DCI database. The sheriff's office and county attorney will provide joint supervision and indexing guidance specific to their retention policies.
