Clerk Recorder System (RMS)

Project Description: The County Clerk’s Office seeks to competitively evaluate and procure a Records Management System that supports current and future operational needs as the existing agreement approaches expiration, ensuring compliance with New Mexico statutory requirements for recording and indexing land, marriage, probate, and government records; supporting high-volume document imaging and data image migration; providing AI-assisted indexing, OCR, and redaction of protected personal identifying information; integrating with the County’s financial and Assessor systems; and maintaining permanent retention in non-proprietary archival formats to ensure long-term preservation and accessibility. The system must also provide a secure public portal for searching records online, viewing watermarked images, purchasing certified or non-watermarked copies online, offering subscription-based access for title companies with full viewing and download capabilities online, enabling authorized internal County employee access within the secure network environment, and including an online marriage application module with electronic signature capture to reduce in-office processing time, resulting in a scalable, configurable, and sustainable solution that ensures statutory compliance, operational efficiency, data integrity, and long-term preservation of official County records.