HomeMy WebLinkAboutAgenda - 09-21-2004-5gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 21, 2004
Action Age;~a
Item No. ~_
SUBJECT: Software Acquisition for Public Internet Access to Register of Deeds Records
DEPARTMENT: Register of Deeds
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
None
INFORMATION CONTACT:
Joyce Pearson, (919) 245-2676
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider authorizing the Register of Deeds to contract with AmCad, a software
vendor, to acquire a new Internet module providing remote public electronic access to
information maintained by the Register of Deeds office.
BACKGROUND: On April 17, 2000, the Board approved agreements for acquisition and
implementation of imaging and retrieval software for the Register of Deeds office from the
vendor Mackin Imaging Systems. On August 20, 2002, the Board authorized completion of the
project to automate the Register of Deeds office through acquisition of an integrated software
package from American Cadastre (AmCad). That software package included:
• A cashiering system to simplify the recording process;
An indexing system;
Imaging for non-vitals (deeds); and
Expanded reporting capabilities.
Both software systems have provided significant customer service improvements in the Deeds
office. Customers can now locate and retrieve documents more efficiently, thus improving
customer satisfaction far researchers who come to the Deeds office.
However, many of these same customers have expressed interest in having Orange County
provide Internet access to these same documents, as many of our peer counties' Register of
Deeds offices provide, With the provision of Internet access to the documents, researchers
could perform much of their research work from a computer, This would allow them to work
from locations of their choice at hours of their choice. This would result in significant
improvements in customer service for legal, realtor, genealogical and other researchers who
often work remotely and at odd hours.
AmCad is offering to provide and install a new Internet module for use by the Orange County
Register of Deeds' office at a discounted cast of $10,000, The AmCad standard price for a
county the size of Orange is $15,000. The new module would be fully supported by AmCad.
With the Board's approval, staff will work with the vendor to develop an agreement that will
ensure that the software to be implemented satisfies the needs assessment developed by the
Register of Deeds and Information Systems (IS) staff,
There have been previous discussions regarding the County s IS Department taking a lead role
in the provision of this new service in the Register of Deeds office. However, due to the limited
time that IS has had to focus on this project and to make preparations for technical support, the
Register of Deeds believes that moving forward with AmCad and its plans to provide ongoing
technical support for this function is the best option at this time,
FINANCIAL IMPACT: The Register of Deeds Automation Fund will support the cost of $10,000
for the installation of the AmCad Internet Software,
RECQMMENDATION(5): The Manager recommends that the Board: 1) approve contracting
with AmCad for a new Internet module providing remote public electronic access to information
maintained by the Register of Deeds office, subject to final review by staff and the County
Attorney, at a cost not to exceed $10,000; and 2) authorize the Chair to sign the contract.