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4. <br />ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: August 15, 2000 <br />Action Agenda _ <br />Item No. ~` <br />SUBJECT: Extension of Vital Records Imaging_System to Process Deeds Imaging _ <br />DEPARTMENT: Register of Deeds PUBLIC HEARING: (YlN) No <br />ATTACHMENT(S): <br />Imaging Project Status Report <br />Task Definitions/Timelines far Remaining <br />Phases <br />INFORMATION CONTACT: <br />Joyce Pearson, ext 2675 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 9fi8-4501 <br />Durham fi88-7331 <br />Mebane 33fi-227-2031 <br />PURPOSE: To consider approving a contract extension with Mackin Imaging and Harshman <br />Consulting to implement an imaging system for deeds in the Register of Deeds office. <br />BACKGROUND: In April 2000, the Board of Commissioners authorized the expenditure of up <br />to $90,000 for the acquisition and installation of computer hardware and software to implement <br />an imaging system for the storage and retrieval of vital records (births, deaths, marriages, <br />Uniform Commercial Cade (UCC) documents, etc). Mackin Imaging Systems provided and <br />installed the computer software, with project management and additional technical advice <br />provided under contract by Harshman Consulting, Inc. (HCI). The Mackin approach was <br />selected because it could be implemented at substantially lower cost and substantially more <br />quickly than several "custom built" options that were examined by County staff. <br />The deployment of the Mackin system for vital records has been highly successful, with all work <br />contemplated in the original contract completed and a viable vital records imaging system up <br />and running in the Register of Deeds Office by July 2000. During the deployment process, it <br />was noted that additional customer service benefits could be obtained by using elements of the <br />system installed for vital records for the imaging of deeds as well. Mackin and HCI have <br />provided the Register of Deeds with a proposal far additional computer programming and <br />consulting services, as outlined in the attached status report and table of proposed activities. <br />FINANCIAL IMPACT: Estimated casts of the additional work total $70,000. Sufficient funds <br />are included in the Register of Deeds current year budget to cover the costs. <br />