REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 4, 2026
FROM
MIGUEL FIGUEROA, Director, Land Use Services Department
SUBJECT
Title
Budget Adjustment to Support the Land Use Services Digitization Project
End
RECOMMENDATION(S)
Recommendation
Authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments to the Land Use Services Department’s Administration Division’s 2026-27 budget, as detailed in the Financial Impact section, to support the digitization of departmental records (Four votes required).
(Presenter: Miguel Figueroa, Director, 387-4431)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote and Fulfill the Countywide Vision.
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). This item authorizes a one-time use of $834,142 from the existing Land Use Digitization reserve for implementation costs related to the Land Use Services Department (LUS) digitization of departmental records (Digitization Project) that have shifted from 2025-26 to 2026-27 based on an updated project timeline.
The following budget adjustments are requested to support the LUS Administration Division’s Digitization Project:
|
Fund Center |
Commitment Item/GL Account |
Description |
Action |
Amount |
|
1000 |
37008577 |
Fund Balance- Committed- Land Use Digitization Reserve |
Decrease |
$834,142 |
|
6910001000 |
52002445 |
Other Professional & Specialized Services |
Increase |
$795,748 |
|
6910001000 |
52002424 |
Management and Technical Services |
Increase |
$24,896 |
|
6910001000 |
52002450 |
Application Development Enhancement |
Increase |
$13,498 |
BACKGROUND INFORMATION
LUS is statutorily required to permanently retain permits and land use records. The LUS Digitization Project will implement a comprehensive digital records management system to convert and preserve documents dating back to the 1940s. The LUS Digitization Project will improve LUS’ ability to efficiently store, retrieve, and share records while reducing the risk of loss or damage. The digital records management system will also enhance operational efficiency through streamlined workflows and advanced search capabilities. In addition, built-in security features, including backups, access controls, and document safeguards, will ensure compliance with record retention requirements and protect County records. Overall, the Digitization Project will modernize records management and improve service delivery.
To move the Digitization Project forward, the Information Technology Department helped LUS find a sustainable solution. After reviewing options, Laserfiche was selected as the document management system, a platform already successfully used across multiple County departments for secure document scanning, indexing, and automation. Due to the proprietary nature of the software, licensing and support services are available only through the sole authorized provider. The digitization services performed under Contract No. 24-1004 with Corodata Records Management, Inc. and Konica Minolta Business Solutions USA, Inc. support implementation of the Laserfiche document management system.
On October 22, 2024 (Item No. 43), the Board of Supervisors (Board) approved Contract No. 24-1004 with Corodata Records Management, Inc. (Corodata) and Konica Minolta Business Solutions USA, Inc. (Konica) for offsite document storage and retrieval services and document digitization services, in an amount not to exceed $600,000 annually. At that time, it was anticipated that an amendment to Contract No. 24-1004 would be presented to the Board at a future date to authorize additional document digitization services associated with the LUS Digitization Project.
On June 23, 2026 (Item No. 129), the Board approved amendment to Contract No. 24-1004 to add additional contractor responsibilities and revise Schedule A fixed rates, increasing the total agreement amount by $15,800,000, from an original agreement amount of not to exceed $4,200,000 to a new not to exceed amount of $20,000,000, with no change to the contract term of October 22, 2024, through October 21, 2031, with three one-year options to extend. The increase reflected higher-than-anticipated demand for digitization services as County departments accelerated efforts to reduce physical records storage and transition to digital recordkeeping.
On May 19, 2026 (Item No. 45), the Board authorized the Auditor-Controller/Treasurer/Tax Collector to process the necessary budget adjustments of $834,142 to LUS’ Administration Division's 2025-26 budget to support the LUS Digitization Project for anticipated costs expected to be realized prior to June 30, 2026. The project timeline has been extended as a result of contract negotiations and pending procurement activities, which has shifted 2025-26 expense estimates into 2026-27.
This item authorizes a one-time use of $834,142 from the existing Land Use Digitization reserve to support implementation of the LUS Digitization Project.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jason Searles, Supervising Deputy County Counsel, 387-5455) on July 15, 2026; Innovation and Technology Department (Don Le, Chief Information Officer, 388-5501) on July 16, 2026; Purchasing Department (Jessica Barajas, 387-7022) on July 16, 2026; Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-3035) on July 20, 2026; and County Finance and Administration (Iliana Rodriguez, Administrative Analyst, 386-8392) on July 18, 2026.