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Recorder-Clerk recommending the Board approve and authorize the Chair to sign perpetual agreement 183-S1811 with BMI Imaging Systems, Inc. for the provision of document conversion, imaging, archival and data hosting services, with a first year estimated expenditure of $34,850 plus applicable sales tax and annual estimated expenditures of $25,000 thereafter, to be effective upon contract execution.
FUNDING: Micrographics Special Revenue Fund.
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DEPARTMENT RECOMMENDATION
Recorder-Clerk recommending the Board approve and authorize the Chair to sign perpetual agreement #183-S1811 with BMI Imaging Systems, Inc. for the provision of document conversion, imaging, archival and data hosting services, with a first year estimated expenditure of $34,850 plus applicable sales tax and annual estimated expenditures of $25,000 thereafter, to be effective upon contract execution.
DISCUSSION / BACKGROUND
Pursuant to County Procurement policy C-17, section 4.5, Departments must obtain authorization from the Board of Supervisors, initially, and on an annual basis, to utilize a perpetual contract, one that does not have a stated contract term.
The Recorder-Clerk is in the process of converting historical records from microfiche to digital image. So far documents from 1980 to present have been converted, however there is a pending need to convert document records from 1850 through 1979 and all of the Vital Records to digitized images.
In addition to digitizing hundreds of thousands of documents and Vital Records images, the Recorder-Clerk is required by law to archive all documents for posterity. The equipment utilized for this purpose (a Kodak Archivewriter) is obsolete and non-functional. This contract will allow BMI Imaging Systems will use the latest data management techniques for data management and archiving of County records, with BMI's Digital ReeL system. BMI Imaging Systems will also provide ongoing hosted data storage of archived data records in...
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