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Clerk of Courts recommends keeping current vendor for long-term document storage; five-year contract proposed

5131754 · June 10, 2025

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Summary

Clerk of Courts staff recommended awarding a five-year document-storage contract to Document Management Solutions, the current vendor, at the existing rate; commissioners approved the contract in a roll-call vote.

Adam Hansen, representing the Clerk of Courts office, told the Board of Lucas County Commissioners that the office solicited proposals for long-term document storage and received two bids.

Hansen said the office currently stores roughly 35,000 boxes and recommended renewing with Document Management Solutions (DMS) at the current rate. He said the competing bid would have increased monthly storage by roughly 30% and included an estimated $140,000 ingestion fee and a similar retrieval fee at contract end, charges DMS does not apply.

The commissioners approved the five-year contract with a five-year renewal option; the contract will keep the county’s boxes in DMS storage at the current rate, according to the presentation.