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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: August 21, 2007 <br />Action Agen <br />Item No. , --~ <br />SUBJECT: Register of Deeds Software Upgrade <br />DEPARTMENT: Register of Deeds PUBLIC HEARING: (Y/N) No <br />ATTACHMENT(S): <br />INFORMATION CONTACT: <br />Joyce Pearson, 245-2676 <br />Todd Jones, 245-2285 <br />PURPOSE: To consider approving an upgrade of the Register of Deeds software package. <br />BACKGROUND: The Register of Deeds' office uses American Cadastre's integrated Land <br />Information System (AiLIS) to electronically capture all aspects of the operations of the office, <br />including cashiering, imaging, data entry, verification, administrative reports and public access. <br />The current version of the AiLIS package was installed in July, 2003 and has not had any <br />significant upgrades since that time. <br />The proposed project will upgrade the AmCad software to the latest version offered by the <br />vendor. It will also upgrade the Register of Deeds' technology (servers, desktops, scanners) to <br />efficiently and effectively operate the new software. The total overall cost of the upgrade is <br />$218,919 with $38,918 spent in FY 06/07 for desktop and server hardware and the remaining <br />$180,000 anticipated in FY 07/08 for the remaining hardware and vendor software installation. <br />The current annual maintenance for the AmCad software is $21,600. After the upgrade, the <br />annual maintenance will increase to $25,000 with five percent (5%) increases in the following <br />four years. Antivirus and backup software maintenance and scanner maintenance will cost an <br />additional $1,609 per year. <br />FINANCIAL IMPACT: As stated in the Background section, the cost of the proposed upgrade <br />totals $218,919. Funding for this will be covered entirely through the Register of Deeds <br />Automation Capital Project - aState-mandated fund that is financed with a portion of revenues <br />collected by the Register of Deeds. <br />The annual software maintenance cost is included in the Register of Deeds annual operating <br />budget. <br />RECOMMENDATION(S): The Manager recommends that the Board approve the upgrade to <br />the Register of Deeds' software and authorize the Chair to sign all paperwork on behalf of the <br />Board. <br />