Technology continues to create opportunities for counties to improve efficiency, reduce costs, and better serve residents. From artificial intelligence (AI) and cybersecurity tools to online services that improve public access, technology investments can help counties streamline operations and make the most of limited resources.

As counties explore these opportunities, it is equally important to establish appropriate guardrails. Clear expectations around data security, responsible AI use, accessibility, costs, and vendor accountability can help ensure technology supports county operations while protecting public resources and maintaining public trust.

Technology agreements play an important role in establishing those expectations. Well-structured agreements can provide predictable costs, access to system improvements, cybersecurity protections, and ongoing vendor support. They can also help counties identify efficiencies, reduce administrative workloads, and ensure technology remains accessible and responsive to the needs of residents.

Multi-year agreements can offer advantages, including cost savings, service continuity, and established vendor relationships. However, technology, pricing, and service offerings can change significantly over time. When considering these agreements, counties may benefit from discussing opportunities for upgrades, pricing adjustments, and flexibility to accommodate future needs.

Often, agreements also include automatic renewal provisions that help maintain uninterrupted services. Understanding renewal terms and notification deadlines is especially important as elected officials and staff transition. Maintaining a shared record of agreements, renewal dates, and vendor contacts can help counties plan ahead and make informed decisions.

A few practical steps can help counties maximize their technology investments:

• Include legal review. Ask the county attorney to review agreements before signing, including provisions related to data ownership, liability, cybersecurity, and responsible AI use.
• Review agreements annually. Revisit pricing, services, security expectations, accessibility, and upcoming renewal dates.
• Maintain vendor relationships. Schedule periodic conversations about performance, technology advancements, upgrades, and opportunities for greater efficiency.
• Discuss flexibility. Explore contract terms that accommodate emerging technologies, system improvements, and reasonable pricing adjustments.
• Keep contracts organized. Maintain a centralized record of agreements and important deadlines that remains accessible through staffing and leadership changes.
• Evaluate options at renewal. Consider whether existing services continue to provide value, meet operational needs, and offer opportunities for cost savings.

Technology is an important investment in the future of county government. By approaching new tools with thoughtful guardrails, clear agreements, and ongoing evaluation, counties can embrace innovation while protecting taxpayer resources, strengthening cybersecurity, and improving access to services for the residents they serve.