Public defender seeks budget modification to digitize decades of files

The public defender asked the Legislature to approve a budget modification to contract SecureScan Digital Imaging Services and digitize two decades of case files. The office said New York statutes require retention of case records for roughly 80 years, though the office currently holds about 20 years of files spread across multiple county buildings and warehouses.

Public defender McGaughan said the plan is to create digital copies and then remove redundant paper records; he said staff would review records before destruction to keep items that cannot be destroyed. “Our plan is to destroy those,” he said when asked whether paper copies would be eliminated after digitization, adding that the office would keep anything legally required.

The board approved the resolution. Officials said digitization will increase efficiency, clear space in county buildings and allow the office to deliver files on demand in digital formats when requested.