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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Assessor-County Clerk-Recorder |
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DATE: |
December 19, 2002 |
BOARD MEETING DATE: |
January 7, 2003 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Warren Slocum, Assessor-County Clerk-Recorder |
SUBJECT: |
Appropriation Transfer Request ($721,856) |
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Recommendation |
Approve an Appropriation Transfer Request transferring a total of $721,856 from the Unanticipated Revenue account to the Services & Supplies and Fixed Assets accounts within the Assessor-County Clerk-Recorder budget units. |
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Background |
The requested transfers will fund hardware and software projects described below. The power vault equipment, which stores digital images of recorded documents, was last upgraded three years ago. Since then, the Recorder Division has witnessed an unprecedented increase in recordings, exceeding available memory capacity for online storage and ready retrieval of all these document image files. The desktop computers in use at the Elections Division, acquired in 1998, have outlived their warranty coverage, and no longer meet organizational needs. The department has solidified plans for enhanced, enterprise-wide, document strategies and has identified the desired document-handling platform. These enhancements are built to integrate smoothly with existing applications and are ready for installation and use. All projects offer immediate and long-term benefits. |
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Discussion |
The proposed acquisitions are listed in priority order, from highest to lowest. |
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1. Power Vault & Disk Upgrade ($266,568). These upgrades improve the performance and capacity of image storage equipment used to store images of recorded documents and other public records. The increased capacity will meet anticipated image storage requirements for the next three years. |
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2. Network Components: Extended Maintenance ($32,590). We will purchase extended maintenance contracts for 17 network servers and switches, to provide accelerated (4-hour) service response time and replacement of parts and components. This coverage will help meet our commitment to internal and external customers to maintain network performance 99.9% of the time, or better. |
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3. Desktop Computers ($17,500). The purchase of 17 desktop computers will replace Elections Division devices that are out of warranty and no longer responsive to organizational needs, and selected PCs at our County Center office. |
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4. Network Equipment & Servers ($20,707). Two servers are required for use with the FileNET® system (see Item 5). |
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5. FileNET® Software ($149,491). We will acquire and install the FileNET® application as the scalable platform upon which to grow our enterprise-wide document strategy, create effective image capture and retrieval schema. |
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6. Programming and Web Services ($75,000). Changes are required to the "Common Interface" software, which provides a single portal for accessing public records and data in the Recorder's office, and the "Elected Officials Database" software, which runs on our public internet site. Other, smaller, projects, both internet and print, are also necessary. |
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7. E-Recording & E-Document Projects with Deloitte & Touche ($160,000). Deloitte will provide technical consultation and project management services in three project areas: (1) expansion of the recently implemented government-to-government electronic recording services; (2) analysis of voting systems certified for use in California; and (3) project planning for implementation of enterprise-wide e-document strategy developed in FY 2001-02. |
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This proposal has been reviewed by Information Services. |
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Vision Alignment |
The appropriations transfer request and the acquisitions it enables keep the County's Commitment of "responsive, effective and collaborative government" and serve County's Goal to base "government decisions . . . on careful consideration of future impact rather than temporary relief." The proposed acquisitions make high-yield investments in both the short- and long-term needs, benefits, and goals of both internal and external customers. |
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Fiscal Impact |
There is no Net County Cost. All funds will be provided by the Recorder's Modernization Trust Fund. |