Al												 	06/  13
							COMMISSIONERS' COURT AGENDA REQUEST
			   	PLEASE FURNISH ONE ORIGINAL AND ONE (1) COPY OF THIS REQUEST
					  	AND DOCUMENTS TO BE REVIEWED BY THE COURT
			  	MADE BY:    	Judge Pat Tinley			  	OFFICE:   	County Judge
			  	MEETING DATE:    	June 14, 2010		    	TIME PREFERRED:   	10:00 AM
			  	SUBJECT:   	Public  Hearing to  discuss the  County Clerk's  annual plan  for funding the
			  	preservation and restoration of the County Clerk's records archive.
			  	EXECUTIVE SESSION REQUESTED:  (PLEASE STATE REASON)
			  	NAME OF PERSON ADDRESSING THE COURT:	   	Judge Tinley
			  	ESTIMATED 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 scheduled for Mondays:		   	5:00 PM previous Tuesday
			  	THIS REQUEST RECEIVED BY:
			  	THIS RQUEST RECEIVED ON:						    	@	    	.M.
			 	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.
			 	Make sure any and all back up material is attached to this form.
								    	Records  Archival
									 	Written Plan
								 	For the  Year 2010/11
		    	Records Archive LGC §118.025
		    	Fund 41- 634 -411
							    	Office of Kerr County Clerk
									 	Jannett Pieper
		     	C 1Documenis and Settings \jbp \My Documents \Records Mgt
		    	Archive Plan  Fiscal Year 2010/11
		     	With the use of the records archival funds and the records management funds, the County has
		    	contracted with EdocTec /Imagetek (A state vendor) to scan documents into Laserfiche, Edoc
		    	software and Odyssey 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 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 continue the scanning of the records /books /documents with the funds dedicated
		    	from the records archival fund.
		    	Requesting $67,446.00 to be budgeted from the 41- 634 -411  Fund this will be the second
		    	payment due on 9/31/2011.
		    	3rd & final payment due 9/31/2012 of $67,445.35 this will have all the books scanned into
		    	the computer then we will start receiving quotes on getting the microfilm scanned into the
		    	computer.
		     	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 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.
		    	C: \Documents and Settings \jbp \My Documents \Records Mgt