REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 19, 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 2025-26 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 existing Land Use Digitization reserve to reimburse the Innovation and Technology Department (ITD) for the implementation of the Land Use Services (LUS) digitization of departmental records (Digitization Project).
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 |
55405012 |
Services and Supply Transfer Out |
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 Digitization Project will improve the 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, ITD 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 and a purchase order will be issued in accordance with the process outlined in County Policy 11-05 SP1.
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. An amendment to Contract No. 24-1004 with Corodata and Konica for document digitization services related to the Digitization Project will be presented to the Board for approval at a future date.
This item authorizes a one-time use of $834,142 from existing Land Use Digitization reserve to reimburse ITD for costs incurred in implementing 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 April 14, 2026; Innovation and Technology Department (Lynn Fyhrlund, Chief Information Officer, 388-5501) on April 10, 2026; Purchasing Department (Jessica Barajas, 387-2065) on April 14, 2026; Auditor-Controller/Treasurer/Tax Collector (Yusuf Singleton, Auditor-Controller Manager, 382-3035) on May 7, 2026; and County Finance and Administration (Iliana Rodriguez, Administrative Analyst, 286-8392) on April 17, 2026.