TO: Board of Supervisors
FROM: John Tuteur, Recorder-County Clerk
REPORT BY: John Tuteur, Recorder-County Clerk
SUBJECT: Agreement No. 260234B with SecureOne Outsource Solutions, Inc.
RECOMMENDATION
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Approve and authorize Agreement No. 260234B to contract with SecureOne Outsource Solutions, Inc. for indexing of vital record images prior to 1972; and approve a corresponding Budget Amendment. (Fiscal Impact: $107,139 Expense, Micrographics Special Revenue Fund, Not Budgeted, Discretionary)
[4/5 vote required]
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BACKGROUND
The Napa County Recorder is responsible for maintaining and providing to the public copies of vital records including birth, death and marriage certificates. These records prior to 1972 were maintained as paper records which were beginning to deteriorate. Under Amendment No. 2 to Agreement 170295B Napa County created electronic images of those records.
The agreement before the Board today is for indexing those images so that they become part of our public index. Having these records in our public index will increase staff efficiency in fulfilling requests for certified copies. A budget amendment is needed to allocate funds from Micrographics Special Revenue Fund 1140055 to Recorder - County Clerk 1142000.
Requested Action: Approve and authorize Agreement No. 260234B to contract with SecureOne Outsource Solutions, Inc. for indexing of vital record images prior to 1972; and a corresponding Budget Amendment to increase Transfers Out of Micrographic Special Revenue Fund (1140055-56100) by $107,139, increase Transfers In to Recorder - County Clerk (1142000-48200) by $107,139, and increase in Recorder - County Clerk Maintenance Software (1142000- 52515) by $107,139.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
1140055 Micrographics Special Revenue Fund |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Having these records in our public index will increase staff efficiency in fulfilling requests for certified copies. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
This project will complete scanning and index of all vital records. |
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Consequences if not approved: |
Loss of vital public records through deterioration of paper records and possible loss from natural disaster. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA guidelines) and therefore CEQA is not applicable.