County to digitize assessor roll books; $111,760.25 contract approved

The Lander County Board of Commissioners on June 12 approved a service agreement with US Imaging Inc. to scan, preserve and digitize the assessor’s roll books in an amount not to exceed $111,760.25, to be paid from the Assessor’s technology fund.

Why it matters: The county’s assessor’s roll books are historic documents stored in the basement that staff said are deteriorating with frequent handling. Digitizing the books preserves the records, improves remote access for researchers and reduces wear on the originals.

What was discussed: County Assessor Laura Duvall explained that the same imaging firm previously scanned deed books for the Recorder’s Office and that her office receives frequent requests to access the roll books. She said the vendor’s process includes on-site scanning with technology that enhances legibility. Commissioners and staff discussed on-site security and key-card access for vendor personnel; county IT staff indicated they could grant limited access and provide camera/key-card logs if needed. Duvall noted approximately 118 roll books and raised storage/server questions that she will coordinate with county IT (OASIS).

Vote and amount: The commission approved the contract motion in open session; the motion recorded an amount not to exceed $111,760.25. Duvall said the company has experience with similar county projects and will work with county IT to determine final server storage and access arrangements.

Ending: Staff will coordinate logistics and finalize timing for the on-site scanning work and server storage arrangements with IT.