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Consent-General Government # 20.
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| Board of Supervisors |
General Services |
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| Subject |
| Authorize the use of IT Innovation funds for a digital management system and a large-format scanner for digital preservation and cataloging of the Yolo County Archives and the Yolo County Historical Collection and adopt a budget resolution adjusting the Library Fund 2018-19 budget to reflect an increase of $196,900. (General fund impact $196,900) (4/5 vote required) (Yarris/Fink) |
| Recommended Action |
- Authorize the use of IT Innovation funds for a digital management system and a large-format scanner for digital preservation and cataloging of the Yolo County Archives and the Yolo County Historical Collection; and
- Adopt a budget resolution increasing the Library Fund 2018-19 budget to reflect an increase of $196,900.
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| Strategic Plan Goal(s) |
Operational Excellence
Sustainable Environment |
| Reason for Recommended Action/Background |
The Yolo County Archives (YCA) and the Yolo County Historical Collection (YCHC) are both in need of collection and digital asset management software (DAMS). The YCA currently manages its collection in a series of Excel spreadsheets and physical and digital server folders, while the YCHC uses a PastPerfect database that does not have a public-facing component. A robust DAMS would provide a shared key-word searchable data base to catalog collection items, storage space for photographs and scans of collection items and born-digital assets, and a public-facing component that would increase access by customers and will reduce research requests.
Additionally, the YCA needs a large-format scanner to digitally capture and preserve collection items. Many of the materials in the YCA are aging and fragile. These items do not fit on traditional scanners because of their large size or bindings. Scanning these materials and making them digitally accessible via the DAMS will capture the content for posterity, reduce future handling of the materials, and provide access to customers who are unable to visit the YCA in person.
Currently YCA staff spend approximately 12 hours a week on research requests and digital reproductions outside of public hours. A large format scanner would reduce the staff time needed for digital reproductions from approximately 3.75 hours per week to less than 1 hour per week. A DAMS would reduce staff time exponentially, over time, because customers will be able to access digital reproductions and collection information online without staff needing to research, pull, scan/photograph, and re-shelve materials. Robust key-word search capabilities will reduce YCA and YCHC staff time needed to identify relevant collection items for research requests or exhibits.
Ongoing annual costs for the integrated digital asset and content management system will not exceed $22,000, not including annual increases. This cost covers fees associated with the maintenance of the server, the DAMS, and annual hosting. YCA has support from the Friends of the Yolo County Archives to offset some of these ongoing costs and anything additional will be budgeted accordingly in the annual budget.
Once funding is approved the department will continue to work with Department of Financial Services (DFS) in order to secure equipment in compliance with all documented policies and procedures. |
| Collaborations (including Board advisory groups and external partner agencies) |
| Yolo County Library, Yolo County Historical Society, Friends of the Yolo County Archives, General Services, Department of Finance, County Administrator's Office, County Counsel. |
| Competitive Bid Process |
| Once funding is approved the department will continue to work with Department of Financial Services (DFS) in order to secure equipment in compliance with all documented policies and procedures. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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