To: Board of Supervisors
From: Clerk/Recorder
Agenda Section: Consent
Vote Requirement: 4/5th
SUBJECT:
title
Agreement with Kofile Technologies, Inc. for Archive Restoration, Preservation and Data Conversion Services and Supplemental Budget Request for Recorder - Record Conversion (4/5 Vote Required)
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RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Authorize the county Clerk/Recorder to execute a Professional Services Agreement by and between Kofile Technologies, Inc. and the county Clerk/Recorder;
2. Authorize the county Clerk/Recorder or their designee to execute contract amendments and minor modifications not to exceed $25,000 (in aggregate) and/or modify the contract term and /or services within the current or revised fiscal provisions after approval from County Counsel, County Administrative Office and Risk Management; and
3. Approve the Supplemental Budget request in the amount of $1,334,414.00 for the Recorder-Record Conversion budget, 1310267 (4/5/ Vote Required).
Body
SOURCE OF FUNDING:
Vital & Health Statistic Trust (3666000)
Recorders Modernization Trust (3662000)
DISCUSSION:
By statute, the county is tasked with the recordation, indexing, secure custody and preservation in
perpetuity of official records (documents evidencing title to real property and other matters) and vital records (birth, death, and marriage). As part of that task, the Recorder must make determinations about what records should be preserved in original or electronic format to maintain an accurate historical record of the county. To ensure perpetual preservation of these records, we have previously created back-up copies of these records formatted as microfilms stored off-site and as in-house digital image files.
This agreement will allow for the preservation of birth, death and marriage records that are in various paper formats. Also included for preservation are Board of Supervisor records and Election records. Services will include...
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