ORDER NO. 30977
COUNTY CLERK'S RECORDS MANAGEMENT AND ARCHIVAL WRITTEN
PLAN
Came to be heard this the 8th day of September, 2008, with a motion made by
Commissioner Williams, seconded by Commissioner Baldwin. The Court unanimously
approved by a vote of 4-0-0 to:
Approve the County Clerk's Records Management and Archival written plan and for the
adoption of such for the budget year 2008-09.
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COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE OR[GINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS
TO BE REVIEWED BY THE COURT.
MADE BY: Jannett Pieper
MEETING DATE: September 8, 2008
Office: County Clerk
TIME PREFERRED:
SUBJECT: (Please Be Specific)
Consider, discuss and take appropriate actions approving the County Clerks Records
Management and Archival written plan and for the adoption of such for the budget year
2008/09.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON):
NAME OF PERSON ADDRESSING COURT: Jannett Pieper
~TIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER - NAME OF EMPLOYEE
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5,
Chapter 551 and 552, Government Code, is as follows:
Meeting schedule for Mondays: 5:00 P.M. previous Tuesday
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

All Agenda Requests will be screened by the County .ludge's Oftice to determine if adequate information has
been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation
will be appreciated and contribute towards your request being addressed at the earliest opportunity. See
Agenda Request Rules Adopted by Commissioners' Court, Court Order No. 25722.
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~`"` Records Management/Records Archival
Written Plan
For the Year 2008/09

Record Management LGC ~ 118.0216
Records Archive LGC § 118.025
Office of Kerr County Clerk
Jannett Pieper


Introduction
Since 2003, Counties obtained the ability to charge an archive fee not to exceed $5.00
each for the recording or tiling of public documents in county clerks offices.
LGC 118.025 provides for an archival fee not to exceed $5 to be imposed for recording
or filing public documents in county clerk offices in any county for the purpose of
preserving, restoring, and managing county records.
County Clerks are currently authorized to collect a Records Management fee under LGC
118.0216 for maintaining and preserving current documents. This fee is not sufficient to
also preserve and restore all the archived records as it is shared with other offices within
the county.
This law authorizes the Commissioners' Court to adopt a records archive fee as part of
the county's annual budget under SB 1731 and LGC 118.025
Steps to Implement
* Prepare Archive Plan
* Public Hearing
* Commissioner's Court Approval
* Post Notice of Fee in a conspicuous place in the office of the County Clerk
Archive Plan Fiscal Year 2008/09
Requesting $144,900.00 to be budgeted from the following funds:
41 Records Archival Fund - $86,900.00
28 Records Management Fund - $58,000.00
$144,900.00
$13,650 will be allocated for a previous bill for services already rendered:
69 Volumes of Deeds of Trust
22 Volumes of Index Boolcs for Grantee's and Grantor's
The remaining $131,250.00 will be used to re-produce and scan 26,250 documents of the
390,150 that are only on microfilm. This will save the wear and tear on the microfilm.
The microfilm will then be sent to climate control storage as part of the long-term
archival plan.

''
Previous Archival Plan:
All Commissioners Court Kecords from l 856 to Present -Completed
305 Volumes of Deed Records -Completed
190 Volumes of Real Property Records -Completed
20 Volumes of Deeds of Trust -Completed
Summary
The County Clerk's office has taken advantage of preserving documents with the use of
the records management and archive fee of $5.00 for each recorded document. This fee
is to be dedicated to that task. The vast majority of the permanent records in the County
Clerk's office were paper based. These records are used on a daily basis by the public
and are vulnerable to loss by theft, wear and tear.
With no cost to the County, these records are preserved by adding the records
management and archive fee to cover the cost of scanning the paper-based documents. In
addition to preserving the documents, the images are added to our existing imaging
system and improved customer service.
Additionally, significant space saving room is utilized when documents are scanned into
our existing imaging system.
''` Revenue collected and not expended the fiscal year will be carried forward and used on
other archive projects.
All books scanned will be made available on computers in the public research area. A
laser printer is available to print pages on demand. This will reduce the need for deputies
to handle heavy record books to make copies and will reduce having to climb on step
stools reaching for books and files.

' West Kerr Current
107A Highway 39
Ingram, TX 78025
830-367-3501
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Bill To
Kerr County Clerk
ATTN: Janette Pieper
700 Main St Room 22
Kerrville TX 78028

F`L~D
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Invoice
Date Invoice No.
08/31 /0$ 16560
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Terms	
Rep
	Due on receipt	SF
Item	Description	Qty	Rate	Amount
Class	2x2.5 Classified ad August 28 Public Notice
~~ ~ ~ ~~~~:rlil~	1	17.50	17.50
Thank you for your business.	
Total $17 50
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55~ NdTICESJrJO NOTICES
Rublic Hearing
A .Public Hearing will be held September 8, 2008
at 10:00 AM in the Kerr County Commissioners
Court of Kerr County, Kerrville Texas concerning
the Records Archive Fee for the preservation and.
restoration services performed by the County
Clerk. Anyone wishing to make comments may
do so at that time in person or by writing the Kerr
County Commissioners Court, ''00 0\Aain St.
Kerrville TX 78028
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~' LOCAL GOVERNMENT COD~HAPTER 118. FEES CHARGED BY `,r+'UNTY OF... Page 1 of 2
~r/ § 118.025. COUNTY CLERK'S RECORDS ARCHIVE. (a) In this
section:
(1) "Deterioration" means any naturally occurring
process or a natural disaster that results in the destruction or
partial destruction of a public document.
(2) "Preservation" means any process that:
(A) suspends or reduces the deterioration of
public documents; or
(B) provides public access to the public
documents in a manner that reduces the risk of deterioration,
excluding providing public access to public documents indexed
geographically.
(3) "Public document" means any instrument, document,
paper, or other record that the county clerk is authorized to accept
for filing or maintaining.
(4) Repealed by Acts 2005, 79th Leg., Ch. 804, § 7,
eff. June 17, 2005.
(5) "Restoration" means any process that permits the
visual enhancement of a public document, including making the
document more legible.
(b) The commissioners court of a county may adopt a records
archive fee under Section 118.011 (f) as part of the county's annual
budget. The fee must be set and itemized in the county's budget as
~~part of the budget preparation process. The fee for "Records
Archive" under Section 118.011(f) is for the preservation and
restoration services performed by the county clerk in connection
with maintaining a county clerk's records archive.
(c) The fee must be paid at the time a person, excluding a
state agency, presents a public document to the county clerk for
recording or filing.
(d) The fee shall be deposited in a separate records archive
account in the general fund of the county.
(e) The funds generated from the collection of a fee under
this section may be expended only for the preservation and
restoration of the county clerk's records archive. The county
clerk shall designate the public documents that are part of the
records archive for purposes of this section. The designation of
public: documents by the county clerk under this subsection is
subject to approval by the commissioners court in a public meeting.
(f) The funds may not be used to purchase, lease, or develop
computer software to geographically index public records,
excluding indexing public records by lot and block description as
provided by Section 193.009(b)(4).
(g) The county clerk shall prepare an annual written plan
for funding the preservation and restoration of the county clerk's
,records archive. The commissioners court shall publish notice of a
public hearing on the plan in a newspaper of general circulation in
the county not later than the 15th day before the date of the
http://tlo2.tlc. state.tx.us/statutes/dots/LG/content/htm/Ig.004.00.000118.00.htm 8/ 18/200 8

1' LOCAL GOVERNMENT COT~wrCHAPTER 118. FEES CHARGED BY AUNTY OF... Page 2 of 2
hearing. After the public hearing, the plan shall be considered for
approval by the commissioners court. Funds from the records
+~,;archive account may be expended only as provided by the plan. All
expenditures from the records archive account shall comply with
Subchapter C, Chapter 262.
(h) If a county charges a fee under this section, a notice
shall be posted in a conspicuous place in the county clerk's office.
The notice must state the amount of the fee in the following form:
"THE COMMISSIONERS COURT OF COUNTY HAS DETERMINED
THAT A RECORDS ARCHIVE FEE OF $ IS NEEDED TO PRESERVE AND
RESTORE COUNTY RECORDS."
(i) The fee is subject to approval by the commissioners
court in a public meeting.
(j) Any excess funds generated from the collection of a fee
under this section remaining after completion of a county records
archive preservation and restoration project may be expended only
for the purposes described by Section 118.0216. The commissioners
court of a county may not order the collection of a fee authorized
by this section after the county records archive preservation and
restoration is complete.
(k) Repealed by Acts 2005, 79th Leg., Ch. 804, g 7, eff.
June 17, 2005.
Added by Acts 2001, 77th Leg., ch. 794, ~ 4, eff. Sept. 1, 2001.
Amended by Acts 2003, 78th Leg., ch. 974, ~ 3, eff. Sept. 1,
~rr/2003; Acts 2003, 78th Leg., ch. 1275, ~ 3(32), eff. Sept. 1,
2003.
Amended by:
Acts 2005, 79th Leg., Ch. 809, § 1, eff. June 17, 2005.
Acts 2005, 79th Leg., Ch. 804, ~ 7, eff. June 17, 2005.

http://tlo2.tlc. state.tx.us/statutes/docs/LG/content/htm/1g.004.00.000118.00.htm 8/ 18/2008