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1 <br /> ORANGE COUNTY <br /> BOARD OF COMMISSIONERS <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: September 18, 2001 <br /> Action Agenda <br /> Item No. I <br /> SUBJECT: Approval of Professional Services for Land Records Indexing System Analysis <br /> DEPARTMENT: Register of Deeds PUBLIC HEARING: (Y/N) No <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> Joyce Pearson, 2676 <br /> Statement of Work from Lee Software <br /> Development TELEPHONE NUMBERS: <br /> Hillsborough 732-8181 <br /> Chapel Hill 968-4501 <br /> Durham 688-7331 <br /> Mebane 336-227-2031 <br /> PURPOSE: To consider approving the use of Lee Software Development for system analysis <br /> of the indexing component of the Orange County Land Records System. <br /> BACKGROUND: The Register.of Deeds advised the Board of Commissioners in May 2001 of <br /> the on-going need to consider procuring and implementing new software to improve the <br /> recording, cashiering and indexing of documents, as well as to be able to offer Web access to <br /> document information. To accomplish the indexing component of the project could potentially <br /> entail moving the non-vital (title) indices from the current County mainframe computer to a new <br /> Register of Deeds server. Since other land-related departments could be affected by this <br /> change, it is critical that a complete systems analysis be conducted prior to the development of <br /> any implementation scheme. <br /> Cy Harshman, with Harshman Consulting, has previously assisted the Register of Deeds by <br /> providing in-depth guidance on all technical matters relating to the implementation of the <br /> imaging system. Mr. Harshman has recommended that the County retain the services of Mike <br /> Lee of Lee Software Development to perform the system analysis. Further, Mr. Lee comes <br /> highly recommended by a former Information Technology Committee member who no longer <br /> lives in the area but remains very familiar with the Register of Deeds' issues. <br /> The details of Mr. Lee's work and estimated hours per component are shown on the attached <br /> draft Statement of Work. The estimated expenditure for this contract ranges from $15,000 to <br /> $20,000. Staff will work with Lee Software and Harshman Consulting, and solicit input from the <br /> IT Committee, to ensure that the interconnectivity between software applications used by the <br /> Tax Assessor and Collector, Land Records, and Planning and other affected departments is <br /> thoroughly evaluated in the development of any proposed solution for deeds indexing. <br />