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County approves $63,765 scanning contract to digitize Community Development records
Summary
Jefferson County approved a statement of work with Cowley Digitizing Services for roughly $63,765 to scan and index planning and development records, with a 120‑day period of performance and options for physical storage and OCR verification.
Jefferson County’s Community Development Department will contract Cowley Digitizing Services to scan and index development records, the county announced Oct. 1 after a staff presentation and vote.
Director Derek Payne told commissioners the statement of work covers professional scanning services with a proposed cost of $63,765.60 and a 120‑day period of performance starting after the county accepts a sample scan and indexing deliverable. Payne said staff expect cost savings on large‑format plan sets and that digitization will enable a public‑facing portal to allow residents to search records online. He outlined storage options for the original hard‑copy files—on‑site reconfiguration, off‑site commercial storage, or a sealed, humidity‑controlled shipping container—and said the county will keep originals accessible until OCR and indexing quality are confirmed.
Commissioners voted to accept the statement of work and staff said the scanning project will free office space and improve public access to records. Payne said if the county later requests additional portal features or a different vendor, the hard drives and originals remain available for conversion or migration.
