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Clerk proposes using perpetuation funds for records digitization and equipment
Summary
The county clerk asked commissioners to use designated perpetuation funds (balance ~ $77,930.52) to digitize historical court and clerk records, propose modest equipment spending and use staff overtime hours for scanning.
Scott County's clerk presented a plan to preserve and digitize decades of court and clerk records using a designated perpetuation fund rather than general-fund dollars.
The clerk said the perpetuation fund has a balance she cited as "$77,930.52" and that the fund can only be spent for preservation purposes. She proposed using existing staff for additional scanning hours (three extra hours per pay period per person) and budgeted $5,000 in equipment to replace a scanner if needed.
The presenter said the office has records back to the 1980s and even earlier in certain bound volumes and that keeping the work in-house helps ensure quality and local oversight; the state board of accounts provided documentation standards the clerk will use to certify digital preservation. The clerk also asked the council to appropriate a separate incentive fund tied to child-support collection activities; she said those are designated funds, not general-tax revenue.
