Wichita County approves $72,755 contract to digitize historic marriage records

Wichita County Commissioners voted to approve Cofile Technology quote number 02242 for $72,755.20 to index, digitize and preserve the county’s remaining marriage license books.

County Clerk Annette Stanley described the work as completion of a multi‑phase preservation project begun under a prior clerk. ‘‘This quote is to…do the remaining,’’ Stanley said, adding the project uses the county’s preservation fund. Jack Morris of Cofile Technology told the court the vendor performs paper stabilization (de‑acidification), removes oils, places records in mylar sleeves and rebinding, and then digitizes and indexes the material for upload to the county’s Tyler system. "Anything pre 1951 is a permanent record," Morris said, noting preservation requirements.

County Auditor Matt explained there is sufficient funding in records management and that an archival fee collected through realty transactions historically rolled to the general fund; the court will transfer the earmarked preservation funds to cover the work. The motion to approve the Cofile quote originated from Commissioner Fincannon, was seconded by Commissioner Beauchamp, and carried 4‑0.

The county clerk said the digitized records will be indexed so staff and the public can search them online; the physical books will be retained after preservation. The clerk also said completed files will be loaded to the Tyler system for public access.