ORDER NO. 31439
KERB COUNTY CLERK'S ARCHIVAL PLAN
Came to be heard this the 14th day of September, 2009, with a motion made by
Commissioner Letz, seconded by Commissioner Oehler, the Court unanimously
approved by a vote of 4-0-0 to:
Approve the Kerr County Clerk's Archival Plan as submitted.

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COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS
TO BE REVIEWED BY THE COURT.
MADE BY: Jannett Pieper
MEETING DATE: September 14, 2009
SUBJECT: (Please Be Specific)
Office: County Clerk
TIME PREFERRED:
Consider, discuss and take appropriate action to approve the County Clerks archival plan
as submitted.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON):
NAME OF PERSON ADDRESSING COURT: Jannett Pieper
ESTIMATED LENGTH OF PRESENTATION: two minutes
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 Judge's Office 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.
Make sure any and all back up material is attached to this form.
Records Archival
Written Plan
For the Year 2009/ 10
Records Archive LGC § 118.025
Office of Kerr County Clerk
Jannett Pieper
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Archive Plan Fiscal Year 2009/10
In 2003, Counties obtained the ability to charge an Archive Fee not to exceed $5.00 each
for the recording or filing of public documents in county clerks offices under LGC
118.025 which is for the purpose of preserving, restoring, and managing county records,
moving records to a digital format and/or microfilm to relieve storage problems.
In order to comply with the retention and preservation statutes and State Library rules,
the documents must be maintained permanently and a written plan must be in place to
store the film and secure the future transitions of digitized records to a new media that
allows access to these records.
This law authorizes the Commissioners' Court to adopt a records archive fee as part of
the county's annual budget under LGC 118.025
With the use' of the records archival funds and the records management funds, this office
has contracted with EdocTec/Imagetek (A state vendor) to scan documents into
Laserfiche and Edoc software.
The Kerr County Clerks office has documents dating back to 1854. We are in the process
of transferring records that were initially in books and on microfilm to digital format for
faster and easier retrieval and a more permanent way of preserving the past.
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
The Goal
The goal is to contract for the scanning of the records/books/documents and microfilm
all at once instead of piecemealing the project throughout many years and paying out
over a 5 year period with the funds dedicated from the records archival fund. Once the
microfilm has been digitalized, it will be stored in Edoc's climate control facility in
Waco, Texas.
Requesting $80,000.00 to be budgeted from the following fund for the year 2009/10:
41 Records Archival Fund - $80,000.00
(See the list of documents attached)
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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 cosh to the County, these records are preserved by adding the records
managementt 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 are available on computers in the public research area. A laser printer
is available to print pages on demand. This has reduced the need for deputies to handle
heavy record books to make copies and has reduced having to climb on step stools
reaching for books and files.
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