Agenda - 08-15-2000-8k - Laserfiche WebLink

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REGISTER OF DEEDS IMAGING PROJECT STATUS REPORT August 2000 The process to convert current record and database information to Mackin AX document management system began the week of May 1, 2000. The process of transitioning from the GeneSys Image system to the new system involved many interacting steps. A Transition Plan to specify and coordinate essential activities and responsibilities to successfully accomplish the transition was prepared by Cy Harshman of Harshman Consulting, Inc. The process included establishing a Pilot System, training users and performing capture, indexing and retrieval functions successfully. Through the use of the pilot system, it was determined that the Mackin AX was fully capable to perform the desired functions. The production system hardware and infrastructure was procured and installed, the infrastructure integrity validated, and SQL Database and Mackin AX Application Extender was installed the week of June 5th. Backup and error notification procedures were established. Data was successfully imported from the GeneSys System for marriages, births and deaths; notaries were successfully imported from the IKON system database and aday-forward scanning procedure was created and the backlog of scanning began. The backlog scanning of notaries, marriages, deaths and births was completed in July and, currently, day-forward scanning is progressing well. The new system allows the staff to fiunction from their own workstation, thereby providing a much higher level of customer service. This is an accomplishment of a major goal. This office is pleased to report that the progress on the imaging project during the past four months exceeds that which has been made for the past several years. The Board is well familiar with the citizen service requirement of the Register of Deeds office. The completion of the Vital Records is a major accomplishment, however, only partially meets the long term goal of providing electronic access of records to citizens. Since a significant amount of preliminary work to make the installation successful was associated with infrastructure and system capacities, a good deal of work toward the implementation of the deeds system has already been accomplished. In order to maintain the momentum of the imaging project, I am requesting that the Board allow me to extend the Mackin Imaging contract to include imaging of the deeds as well. The implementation of the vitals/notaries system has gone so smoothly with the consultant team of Harshman Consulting and Mackin Imaging, that I believe it is in the best interest of the County to continue the association through the deeds implementation as well. The completion of the deeds system will provide a significantly higher level of service to our citizens than that which they have been afforded in the past. At my request, our consultant laid out the steps and estimated costs that would be needed to carry out the deeds imaging project. That information is detailed on the attached sheet entitled "Task Definitions and Timeline Estimates for Remaining Phases." Since the UCCs will be tracked by the State of North Carolina beginning July 1, 2001, I am requesting approval only to proceed through Phase 9. The estimated cost to complete the work is approximately $70,OOD plus reimbursable costs from the consultants (such as travel, per diem for overnight stay, etc.). Funds were included in the 2000-2001 Register of Deeds budget to support this cost.