San Juan County approves $5,000 startup contract with Medici for cloud records and AI indexing

The San Juan County Commission on Feb. 3 approved a startup contract with Medici, a cloud-based records and AI indexing provider, to replace the county's current system and improve searchability for records.

Cindy from the recorder's office described the proposal as an initial $5,000 startup payment that covers the first year; ongoing annual costs are expected to be $5,000. Medici proposes a revenue-sharing model for document sales (county retains 80% on standard copy sales; county receives 20% on advanced search access per the presentation). Staff noted GovOS, the county's current vendor, retains a larger share of fees. Historic document ingestion would be priced by Medici at roughly $0.10 per page; county staff estimated they have roughly 200,000 historical documents (speaker clarified this is documents, not pages) and said a firm migration quote would be obtained before committing to ingesting archives.

Information-technology and recorder staff said the cloud platform would reduce maintenance overhead and the security risks associated with the county's current VMware workaround. The commission approved the initial implementation contract to allow one year of onboarding and to obtain firm quotes for archival data migration before proceeding further.