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Consent-General Government # 19.
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| Board of Supervisors |
General Services |
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| Subject |
| Authorize the use of IT Innovation funds in the amount of $10,750 for the scanning of paper property records to digital form and adopt a budget resolution increasing the Assessor/Clerk-Recorder/Elections 2018-19 budget by $10,750. (General fund impact $10,750) (4/5 vote required) (Yarris/Salinas) |
| Recommended Action |
- Authorize the use of IT Innovation funds for the scanning of paper property records to digital form; and
- Adopt a budget resolution increasing the Assessor/Clerk-Recorder/Elections 2018-19 budget by $10,750.
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| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
The Assessor branch of the Assessor, Clerk-Recorder, Elections (ACE), is requesting IT Innovation funds to complete the scanning of paper property records in the Assessor's file room. The vendor, SyTech, commenced the project in 2016 and is nearing completion. The first phase of the project was planning and constructing the digital file structure for the scanned files to be stored. This phase has been finalized.
The second phase of the scanning of the physical records began in 2017 and the vendor has diligently taken the Assessor's files off site in batches for scanning. The vendor has completed this phase and is currently uploading the digital files for staff to complete a quality assurance/quality control process.
The additional funds are needed due to the vendor underestimating the costs for the quality of scanning needed, coupled with a sizable growth in parcel counts since the origination of the project in 2016.
Completion of the project will allow ACE to become a more paperless office and have digital property records which can be easily updated. |
| Collaborations (including Board advisory groups and external partner agencies) |
| The Assessor branch of the Assessor, Clerk-Recorder, Elections (ACE), General Services, Department of Finance, County Administrator's Office and County Counsel |
| Competitive Bid Process |
| N/A |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| IT Innovation funds have been requested for this action. |
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