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Court reviews Toshiba proposal to digitize county records; staff flag phased implementation and security
Summary
A Toshiba proposal to scan records for the auditor, treasurer and county clerk was discussed. The vendor proposed a one-time digitization fee plus an ongoing subscription (noted at $6.99/month for five years); staff highlighted searchability issues, restoration needs for historical plats, and chain-of-custody security features.
Scurry County officials reviewed a proposal from Toshiba to digitize records in three county offices: the auditor, treasurer and county clerk. The presentation described scanning and indexing, a searchable dashboard, and an onboarding charge plus an ongoing subscription for digital storage and access.
Janet (voice 5) summarized department-level costs and said the treasurer and county-clerk records could be scanned in phases. She said the vendor described chain-of-custody controls, restricted access akin to a secure records room, and a turnaround time for fulfilling record requests. Janet noted the package included a one-time digitization onboarding fee (one example in the packet was an $8,500 upfront cost) and that the subscription fee quoted in the presentation was $6.99 per month for five years for the bundled access level discussed.
Commissioners discussed searchability and the need to restore historical plat slide numbers and plaques that had been mis-indexed in earlier work. The court agreed staff could negotiate contract details, consider phasing departments, and return with a contract if they decide to proceed.
