To: Martin L. Cousineau, Finance Committee Chairperson
From: Rochelle Brown, Prosecutor's Office Operations Director
title
RE: Approval of a proposed amendment to the 2024-2025 Appropriations Resolution, in the amount of $25,000.00, to provide for physical file storage and retrieval costs for the remainder of the 2025 Fiscal Year; the transfer from the general fund balance will be deposited into account 1010-296.01-801.004
recommendation
BOARD ACTION REQUESTED:
The Prosecutor's Office requests approval for an additional $25,000 from general funds to the Prosecutor's Service Contract (1010-296.01-801.004) account to cover past due invoices and remaining monthly costs for FY25.
BACKGROUND:
Shue & Voeks was an offsite storage facility utilized by many departments of the county for several years. The Prosecutor's office was one of the departments that utilized this facility for our old, inactive, offsite file storage for many years. In August 2021, we went on a site visit to the S&V facility to see how our files were stored and kept organized. After the visit, we realized that the conditions in which the files were kept were not ideal. Additionally, the facility lacked appropriate organization to safely maintain our files to ensure proper retrieval and refiling. We also discovered that there was no contract existing governing the fees or other aspects of their service. After this visit our office began looking for other facilities to possibly move and house our case files or moving to digitally stored files. Late in 2021 we began meeting with different vendors for scanning and digitizing our case files with the upcoming implementation of a new paperless system. We were able to use ARPA funds to purchase an electronic case management system, called Prosecutor by Karpel (Karpel or PbK). We simultaneously decided to seek a vendor to digitize our physical files, active and inactive to input into the new system. We are mandated by state retention schedule t...
Click here for full text