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<br />1 Introduction <br />1.1 Current Situation <br />The Orange County Register of Deeds is currently operating in a restricted mode that <br />does not adequately provide the public services for which it is chartered. Reasons for this <br />state of affairs will be discussed briefly below. <br />Currently, Deeds and associated recordations are being handled via a mainframe indexing <br />facility, with images being stored in a simple directory structure. Vital records are also <br />being indexed on the mainframe. However, scanning of UCC, Birth, Death and Marriage <br />documents has not been performed for nearly two years and a considerable backlog has <br />accumulated. <br />Improvements in this situation are needed both from an operational and technology point <br />of view. IS, for example, wishes to move to a more mainstream technology base. <br />Operations needs better user interface facilities and security protection for public use, and <br />to resume scanning. There is an urgent need to establish an environment and a system to <br />resume full operation and begin recovering from the scanning hiatus. <br />In short, both IS and Operations agree on the need to move forward quickly to provide an <br />update to the system that will allow full and adequate fulfillment of the responsibilities of <br />the Register's Office. <br />1.2 History <br />The situation summarized above has come about as the result of several factors over the <br />last two years. <br />.k <br />The initial difficulty derived fromthe need to move from the previous GeneSys system, <br />which was becoming obsolete anc~ unsupportable. A major effort to recover the two <br />million images stored in that system was begun in 1999. Meanwhile, the need to address <br />Y2K transition took resources from the conversion effort. As a result, conversion has <br />only recently been completed, although the accuracy and adequacy of images have not <br />yet been verified by general retrieval software. <br />Outside help was engaged to address the situation and several reports and proposals were <br />solicited and received from system vendors in the area. Consequently, Orange County is <br />now in the position of having several alternatives to consider. There is a desire to move <br />quickly to choose an alternative and proceed to execute steps to resume full operations <br />and stabilize service to the community. <br />For the reader interested in more details, a more complete description of the above <br />history can be found in the first two reports prepared by Keane Inc.. <br />Report to Orange County Register of Deeds Apri112, 2000 <br />Nnrchmnri ('nv~ctiltina 1»r ., , <br />