HomeMy WebLinkAboutAgenda - 04-17-2000-8i
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 17, 2000
Action Agenda
Item No.g
SUBJECT: Acquisition of Register of Deeds Imaging System
DEPARTMENT: Register of Deeds PUBLIC HEARING: (YIN) No
ATTACHMENT(S):
4/12/00 HCI "Assessment and
Recommendations Report"
3/13/00 Proposal from Mackin Imaging
Systems
INFORMATION CONTACT:
Joyce Pearson, ext 2676
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving agreements for the acquisition and implementation of
imaging and retrieval software for the Register of Deeds (ROD) Office, and associated
equipment and services.
BACKGROUND: Beginning in 1990, the Register of Deeds Office had the capability to scan
and retrieve images of vital records such as births, deaths, marriages and Uniform Commercial
Code (UCC)` certificates. This capabi~ty was provided by the GeneSys system, which beginning.
in 1998 became increasingly obsolete and unsupportable. The result has been that for
approximately two years, the ROD has been without a scanning and retrieval capability for
these records.
Staff have examined a number of options for regaining this capability, and received a number of
proposals and estimates as to the potential costs of "buying" off the shelf software already
written, or "building" software written specifically to meet the specifications laid out by the
Orange County ROD. With the encouragement of the Information Technology Committee, staff
retained the services of Harshman Consulting, Inc. (HCI) to evaluate the "buy vs. build" options
and provide advice to the Register of Deeds on how to proceed. HCI, owned by Cy Harshman,
has over 20 years of experience in both building and deploying optical imaging systems in a
variety of State and local government settings.
HCI has evaluated the "buy vs. build" options on the table and as noted in the attached report,
has recommended that ROD proceed to acquire and install existing software from Mackin
Imaging Systems, along with associated hardware and support services. The Mackin system
has been in operation in Watauga County for over one year and reportedly is very well regarded
by their Register of Deeds staff. It performed well during a demonstration visit to Watauga by
the Register of Deeds, Mr. Harshman, and Information Systems staff.
It is important to note that this software package will not replace every aspect of the Deeds
automated operations. Indexing of deeds information on the County mainframe continues to
perform satisfactorily and is not proposed for replacement at this time, although as the County
evaluates all its legacy systems over the next few years, it is possible that additional software
will be sought to replace the existing system. As noted in the HCI report, the Mackin system
architecture is sufficiently flexible to allow additional functions to be added later, for example,
Web based access to Deeds image data and a capability for full text search of the image
database. The Mackin Imaging system meets the most important functional specifications laid
out by ROD, and because it is comprised of existing basic software tools, can be implemented
in a matter of weeks and at substantially lower cost than the "build" options offered by two
potential vendors, Keane and OnSphere.
Mackin Imaging System's proposal is attractive to the Register of Deeds in that it fills her needs
well and expeditiously. Further, Mackin representative Mario Duckett has already done some
work with the ROD office through document conversion, so already has a working familiarity
with Orange County's system. Possibly the most advantageous point of this contract is
Mackin's willingness to guarantee ROD satisfaction with the application. The County may have
the system installed per our specifications for a reasonable fee, which is applied to the $54,000
system acquisition cost if we opt to continue its use. In addition to the software, the County
would purchase separately (State contract or separate bid), additional equipment to ensure
sufficient back up of the crucial records.
The County may also find it prudent to employ the services of Cy Harshman throughout the
implementation period. Mr. Harshman's fees would be billed on time spent with the transition
work in a four-phase process. It is anticipated that the acquisition of all software, equipment
and professional services necessary to effect a complete transition would not exceed $90,000.
FINANCIAL IMPACT: As noted in the Mackin proposal, the acquisition cost for the Mackin
software and associated equipment is.approximately $54,000. With additional consulting
services and the purchase of a "jukebox" as a backup for mass storage and retrieval, the
anticipated financial impact for acquisition and installation of this software is not to exceed
$90,000. Sufficient funds to cover this level of appropriation are already available under the
Legacy Systems initiative of the Couniy's Information Technology Capital Project.
RECOMMENDATION(S): The Manager recommends that the Board approve the purchase of
the Register of Deeds Imaging System and authorize the Manager and the Purchasing Director
to negotiate final terms and conditions of agreements with Mackin Imaging Systems and with
HCI (Cy Harshman); authorize the Purchasing Director to procure the equipment necessary for
mass storage and retrieval; total authorization action not to exceed $90,000; and authorize the
Manager to execute the final agreements.
3
Orange County
Deeds and Vital Records
Assessment and Recommendations Report
Final Version
April 12, 2000
`' Submitted to:
Orange Cdunty Register of Deeds Office
Hillsborough, N.C. 27278
Submitted by: Cy Harshman
Harshman Consulting, Inc.
830 Menlo Avenue
Menlo Park, California 94025
4
Acknowledgements
This Report was prepared at the request of Orange County Register of Deeds Office, and Joyce Pearson,
Register. It was prepared by Cy Harshman of Harshman Consulting Inc. under contract with the County.
The Report represents atwo-week intensive engagement, most of which was spent with Orange County
personnel and who supplied most of the background information. During that time, both Joyce and her
staff, as well as Dick Taylor of Information Services and his staff, were most generous with their time. Pam
Jones, Purchasing Director and Rod Visser, Assistant County Manager, offered valuable guidance as well.
I would like to express my thanks to those people and the various others, including vendors, that made my
work possible and enjoyable. Any errors of fact that may remain in the Report are, of course, my own.
Cy Harshman
April 2000
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TABLE OF CONTENTS
1 INTRODUCTION ............................................................................................................................... ~
1.1 CURRENT SITUATION ....................................................................................................................1
1.2 HISTORY ................................................................................................................................. ......1
1.3 PURPOSE OF THIS REPORT ....................................................................................................... ......2
1.4 SCOPE AND LIMITATIONS OF THIS REPORT .........................................................................:.... ......2
2 ANALYSIS ..................................................................................................................................... ......3
2.1 APPROACH .............................................................................................................................. ......3
2.1.1 Understand the Current Problem and Needs .................................................................... ...... 3
2.1.2 Establish Criteria and Priorities ....................................................................................... ...... 3
2.1.3 Gather Information on the Several Alternatives ................................................................ ...... 3
2.1.4 Identify and Evaluate Viable Options ................................................................................ ......4
2.1. S Review Tentative Conclusions with Operations, IS, Procurement, and Management ....... ......4
2.1.6 Prepare recommendations ...........................................:..................................................... ...... S
2.2 OBJECTNES AND CONSTRAINTS ............................................................................................. ..:...5
2.2.1 Business Objectives and Constraints ................................................................................. ......5
2.2.2 Technical Objectives and Constraints ............................................................................... ......6
2.3 OPTIONS CONSIDERED ............................................................................................................ ......7
2.4 COMPARISON OF OPTIONS ....................................................................................................... ......7
2.4.1 General Remarks ............................................................................................................... ......7
2.4.2 Build vs. Buy: General Differences ................................................................................... ...... 7
2.4.3 Build and Buy Summary Tables ........................................................................................ ...... 8
2.4.3.1 Build Options ......................................................................................................................... ...... 8
2.4.3.2 Buy Options ............................................................................................................:.............. ....10
2.4.3.3 A Note on Price Disparity ...................................................................................................... ....10
2.5 RECOMMENDED CHOICE AND CAVEATS ................................................................................. ....11
2. S.1 Adeguacy of Solutions ........................................................................................................ ...11
2.5.2 Caveats .........................:................................................................................................... ...12
3 RECOMMENDATIONS - STE)~'S TO PROCEED .......................................................................13
3.1 AN INCREMENTAL APPROACH :...................................................................................................13
3.1.1 Step 1: Vendor Preliminc~ies ............................................................................................. ...13
3.1.2 Step 2: Prepare a Detailed Transition Plan ..........................................................................13
3.1.3 Step 3: Install "Pilot" System -Validate Vital Records Conversion .................:................ ...13
3.1.4 Step 4: Complete Procurement and Installation ................................................................ ...14
3.1. S Step S: Implement Deeds on New System ........................................................................... ...14
3.1.6 Contingency ........................................................................................................................ ...14
3.2 SUMMARY AND BENEFITS ...........................................................................................................15
Assessment Report for FSD Imaging Application Apri112, 2000
Nrzrshmrzn Consultinv_ Tnc n,.,.,, ;
1 Introduction
1.1 Current Situation
The Orange County Register of Deeds is currently operating in a restricted mode that
does not adequately provide the public services for which it is chartered. Reasons for this
state of affairs will be discussed briefly below.
Currently, Deeds and associated recordations are being handled via a mainframe indexing
facility, with images being stored in a simple directory structure. Vital records are also
being indexed on the mainframe. However, scanning of UCC, Birth, Death and Marriage
documents has not been performed for nearly two years and a considerable backlog has
accumulated.
Improvements in this situation are needed both from an operational and technology point
of view. IS, for example, wishes to move to a more mainstream technology base.
Operations needs better user interface facilities and security protection for public use, and
to resume scanning. There is an urgent need to establish an environment and a system to
resume full operation and begin recovering from the scanning hiatus.
In short, both IS and Operations agree on the need to move forward quickly to provide an
update to the system that will allow full and adequate fulfillment of the responsibilities of
the Register's Office.
1.2 History
The situation summarized above has come about as the result of several factors over the
last two years.
.k
The initial difficulty derived fromthe need to move from the previous GeneSys system,
which was becoming obsolete anc~ unsupportable. A major effort to recover the two
million images stored in that system was begun in 1999. Meanwhile, the need to address
Y2K transition took resources from the conversion effort. As a result, conversion has
only recently been completed, although the accuracy and adequacy of images have not
yet been verified by general retrieval software.
Outside help was engaged to address the situation and several reports and proposals were
solicited and received from system vendors in the area. Consequently, Orange County is
now in the position of having several alternatives to consider. There is a desire to move
quickly to choose an alternative and proceed to execute steps to resume full operations
and stabilize service to the community.
For the reader interested in more details, a more complete description of the above
history can be found in the first two reports prepared by Keane Inc..
Report to Orange County Register of Deeds Apri112, 2000
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1.3 Purpose of this Report
Those involved in the decision felt that an independent analysis from a person with
appropriate background would greatly help to clarify the issues and help them to choose
among the alternatives. The independence of the consultant was relevant in view of the
fact that all reports and proposals were submitted by firms intending to sell the services
or system recommended. The technical advisory council available to the County was
consulted and Cy Harshman of Harshman Consulting Inc. was suggested. Mr. Harshman
was engaged to perform a one-week intensive analysis.
The purpose of the report then, is to summarize the fmdings, analysis and
recommendations of that engagement. The objectives and guidelines can be found in
explicit terms in the letter of engagement. In brief, the desire was forme to:
• Clarify the viable options
• Reconcile IS and Business objectives
• Determine criteria and strategy for choices
• Identify best choice and course to execute
• Make recommendations on how to proceed
1.4 Scope and Limitations of this Report
In view of the limited time to be expended, some limits were placed on the scope of the
effort. Namely, I was to consider only currently identified options, reduce the number of
options to those that looked most promising, and focus on a short-term strategy that
would solve the immediate problem. However, it was imperative to not preclude future
growth or the possibility to evolve to more powerful solutions downstream.
Time would not permit the collection of detailed cost data from vendors. Information
provided in the proposals was talon at face value with the presumption that IS would
follow up as appropriate when a vendor was selected.
Report to Orange County Register of Deeds Apri112, 2000
Harchmrzn Cnn.culiinq Jnc ~___ ,
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2 Analysis
2.1 Approach
The approach taken to this engagement proceeded along the lines outlined below, more or
less in the sequence described. Of course, accommodations were made to fit into the
calendars of the various persons interviewed and sites visited.
2.1.1 Understand the Current Problem and Needs
This involved extensive discussions with Joyce Pearson and Dick Taylor and their staff.
I also performed a walkthrough of Deeds and Vital Records to better appreciate the
problems with the current system.
2.1.2 Establish Criteria and Priorities
This also emerged from the discussions with Joyce and Dick, with additional suggestions
based on my previous experience with building and installing several systems. Results of
these discussions are presented in the next subsection.
2.1.3 Gather Information on the Several Alternatives
This information came from three.primary sources:
1.Review of Written Materials, including: ,
Reports: `~
Document Imaging-Business Requirements -October 14, 1999,
Submitted by Keane Inc.
Packaged Software Assessment -November 22, 1999
Submitted by Keane Inc.
Note: An earlier report prepared by Keane - "Orange County Register of Deeds
Assessment and Project Review, August 27, 1999" was not reviewed.
Proposals:
OnSphere:
Imaging System Proposal -January 7, 2000
Print Cashier Development Proposal -March 3, 2000
Keane Inc.:
Statement of Work (and Proposal) for Development Services
Report to Orange County Register of Deeds April 12, 2000
Hrzrchmnn ('nnn.culfinv Tnr n__ _
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November 23; 1999
Mackin Imaging Systems:
Letter of Proposal to Joyce Pearson dated March 13, 2000
Response to Orange County Functional Business Requirements
Dated March 14, 2000 -
2. Interviews with the proposing vendors, in particular:
Keane Inc., Durham, N.C.: Rosemary Abell, Service Delivery Manager
OnSphere, Raleigh, N.C.: Hal Bredbenner, Business Management
Executive,
Mackin Imaging Systems, Bristol, PA: Mario Duckett, Account Executive,
3. Site Visits and Primary Contact:
Sites visited included those described in Keane's Assessment Report and having
working systems in North Carolina Counties, specifically:
Durham County, Durham, N.C. -Willie Covington, Register of Deeds
(Hart Information System -system in service for three months.)
Wake County, Raleigh, N.C. -Laura Reddick, Register of Deeds
(Universal Systems Inc. -system in service for three months.)
Watauga County, Boone, N.C. -Wanda Scott, Register of Deeds
(Mackin System -system in service for one year.)
2.1.4 Identify and Evaluate Viable Options
This step consisted in judging the alternatives in light of the criteria we had established.
also applied experience to extrapolate findings to the environment at Orange County in
terms of needs and resources. Conclusions are presented below.
2.1.5 Review Tentative Conclusions with Operations, IS, Procurement, and
Management
After forming my tentative conclusions, I reviewed them with Dick Taylor for
compatibility with the IS guidelines for current and future technology for the County. I
also discussed the ramifications for operations with Joyce Pearson. I followed up with a
meeting with Joyce, Dick, Pam Jones and Rod Visser to explore the procurement and
business issues. A general consensus was reached and I received useful feedback from
all parties to be incorporated in the final recommendation, discussed below.
Report to Orange County Register of Deeds Apri112, 2000
7-lnrchmnn ('nric~iltino Tr~n .. ,
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2.1.6 Prepare recommendations
This process consisted of integrating the various aspects of the recommended choice and
carrying the conclusion forward to outline an approach to implementation. The essentials
are covered in what follows. However, significant effort will be required to flesh out the
plan with sufficient details to assure success.
2.2 .Objectives and Constraints
In what follows I have condensed the manifold desires and considerations that are
involved in the choice of solutions and vendors to those that seemed paramount. More
extensive discussion can be found in the Keane reports. Those criteria listed below are
sufficient to narrow the choice to a small number of the options, in.fact, to one:
2.2.1 Business Objectives and Constraints
Business Objectives
1. Resume full essential operations ASAP on aday-forward basis:
o Resume scanning of Vital Records Images
o Get access to converted GeneSys images
o Resolve printing problems
2. Improve current features:
o Better front-end recordation processes
^ Replace Bites stamp with automated timestamp
^ Automated cashier process
^ Better interface to GIS and PIN assignment
o Faster access to irriage data
3. Allow for future expansion and upgraded service:
o Remote public access (Web)
o Chapel Hill Operations
o Integration of Deeds and Vital Records
^ Cross-index searches
^ Standardize User interface
Business Constraints
1. Minimize time to install new system and resume minimal operations.
2. Mir>imi~e disruption to ongoing operations.
3. Assure long-term vendor support for enhancements.
Report to Orange County Register of Deeds Apri112, 2000
Harchman Cnn.cultino Tnr .,
2.2.2 Technical Objectives and Constraints
Technical Objectives
1. Define and establish infrastructure -especially data storage and database
2. Complete Conversion effort -Install images in database
3. Move to mainstream technology (emphasis on server and storage)
o Establish SQL database and index methods
o Establish RAID storage for data and images
o Move to standard OS: NT or U1~1IX
4. Upgrade Backup and Recovery facilities.
Technical Constraints
1. Compatibility with long-term infrastructure guidelines and policies.
2. Maintain Mainframe interface to related systems. e.g.:
o Accounting
o GIS
o Others
3. Confidence in Vendor
o Understanding of OC environment
o Installation competence
o Availability of long-term vendor support
Compatibility, of Technical and Business Requirements
If we consider the business and technical objectives in the large, fortuitous similarities are
apparent:
Short Term Objectives
• Move to improved platform on mainstream technology
• Resume operation on that platform for Vital Records
Long Term Objectives
• Extend platform to provide integrated services
• Extend services to Deeds
• Extend services to remote users
Report to Orange County Reg~.ster of Deeds April 12, 2000
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In other words, business and technical needs are consistent in needing an immediate
solution that will relieve the current condition, but one that can be extended to provide
solutions to the long-term requirements on the County.
2.3 .Options Considered
The reports and proposals mentioned above were of two main types; "Build" or "Buy".
By "Build" it is understood that we mean: "to enter into a contract with a system house to
specify, construct, install, and support a custom system built to satisfy Orange County
requirements". By "Buy" we mean: "to purchase software and services necessary to
modify or customize, install, and maintain the software on the Orange County technology
infrastructure".
With these definitions in mind there are three "Buy" options -Hart, Universal Systems,
and Mackin Imaging; and two Build options -Keane, and OnSphere. These five
comprise the options considered below.
2.4 Comparison of Options
2.4.1 General Remarks
In conversations with Dick Taylor it became apparent that it would be necessary to
upgrade the hardware configuration to support whichever system solution would be
elected. The configuration needed is largely independent of the solution implemented,
being determined rather by requirements for data capacity, access speed and system
reliability. Of course, minor variations will be appropriate depending on the software
choice; so the final definition of the hardware configuration must be worked out with the
solution vendor, and is therefore ~ part of the detailed implementation plan.
In view of the above, hardware casts will be ignored in the analysis since it will end up
being roughly the same for all options. It goes without saying that it must be considered
in the total budgetary planning process.
2.4.2 Build vs. Buy: General Differences
It may help to interpret the material that follows to keep in mind some of the generic
differences between a "Build" and Buy" options in systems procurement:
Considerations for "Build":
Pro:
• The system is custom, hence, directly reflects needs of customer.
• Design can accommodate to local policies and infrastructure.
Con:
Report to Orange County Register of Deeds Apri112, 2000
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• Procurement will be longer due to specification and design effort.
• The system will likely cost more for the same level of
functionality.
• The customer typically must assume ongoing support.
Considerations for "Buy":
Pro:
• Shorter procurement, lower price.
• More features for the price.
• May include features of interest that would otherwise be out of
price range.
• Support is available from vendor.
Con:
• Will likely require modifications (read "expense"), to fit
requirements.
• Compromises in technology guidelines are likely to be necessary.
Conclusion:
The Buy approach is the best approach, providing, a packaged system can be found that
meets the following criteria:
• Sufficient functionality
• Compatible with technology infrastructure
• Within budgetary constraints
• Available from solid vendor with support
2.4.3 Build and Buy Summary Tables
The data in the Keane Software assessment Report, augmented by notes from site visits
and vendor interviews is presented in summary form in the tables that follow. More
extensive discussion can be found in the Keane Assessment Report
2.4.3.9 Build Options
Vendor OnS here Keane
Solution Turnkey system with
significant custom features,
built to OC s ecifications Turnkey system with significant
custom features, built to OC
s ecifications
Initial Cost $141,400 not Firm Fixed Price $121,400 not Firm Fixed Price
Contingenc $20,000 $25,000
Total Cost
Estimated $161,000 not Firm Fixed Price $146,000 not Firm Fixed Price
Report to Orange County Register of Deeds April 12, 2000
Narchman C'nn.cvlSno 7nr _ _
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Annual Su ort Cost data not available Cost data not available
Schedule (ARO 4 months estimated 4 months estimated
Comments Si 'ficant rocurement costs Si 'ficant rocurement costs
Report to Orange County Register of Deeds Apri112, 2000
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2.4.3.2 Buy Options
Vendor USI Hart Mackin
Solution System based on Wake System based on System based on
Co. -Scaled to fit . Du
rham Co. -Scaled Image Toolkit with
Orange Co. Full _
to fit Orange Co.. Full script-based
featured system -some featured system - customization for
functions not needed some functions not Orange Co. Similar to
needed Watau a Co.
Software Several Unix Servers NT Server NT Server
Platform Oracle preferred Oracle or DB2 SQLServer
referred
Initial Cost $483,000 not Firm $383,000 not Firm $54,000 Firm Fixed
Fixed Price Fixed Price Price
Installation $340,000 $107,000 5 da s included
Consultin Allow $20,000 Allow $20,000 Allow $20,000
Options None proposed None proposed $12,600 Mass Storage
Jukebox
Total Cost $770,000 not Firm $653,000 not Firm $86,600 estimated
Estimated Fixed Price Fixed Price
Annual $58,000 $74,000 $6,500 (starts in
Su ort second ear
Data Cost estimate not Cost estimate not $ 12,500 for Deeds
Conversion available available estimated b Mario
Schedule 4 months (estimated) 4 months (estimated) 6 weeks for Vitals
ARO ~ 4 more for Deeds
Customer Excellent ; . Very Good Very Good
Satisfaction
Comments Significant work to Significant work to Mario Duckett,
refine bid estimates refine bid estimates installer is familiar
with OC s stem
2.4.3.3 A Note on Price Disparity
It will be immediately apparent that there is a great disparity in the prices of the systems
for purchase. A few comments maybe in order to account for that fact.
First, as was mentioned in the discussion of the scope of this report, the options
considered are only those that had been identified by Orange County to date. As such
they represent two widely different kinds of systems. The systems for Wake and Durham
Counties were custom systems developed to order on a very large budget. They include
Report to Orange County Register of Deeds Apri112, 2000
Nnrchmnn ('nncultino Tv,~ .,___ ~.,
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functionality and therefore costs that greatly exceed the minimum requirements of
Orange County.
The Mackin system, on the other hand, is based on a "template" approach to construction.
It uses a set of standazd modules, customized through the use of a script driven tailoring
front end, applied by the vendor to accommodate the needs of the particular customer.
Consequently, the system is much cheaper, taking advantage ofpre-written software
modules, but more limited in the degree of flexibility to accommodate particulaz needs.
Thus, we aze comparing two systems of very different derivations and aimed at two
different markets :the high-end custom build and the low end tailored package. Other
low-end systems are available on the mazket that would compete favorably with the
Mackin system, but these were not identified or evaluated.
Anticipating a possible question - I don't consider the omission of evaluating other
system in the Mackin class to be a significant problem or hindrance, for reasons that
hopefully will become clear in the remainder of this report.
2.5 Recommended Choice and Caveats
2.5.1 Adequacy of Solutions
In reviewing the solutions represented by the various systems compazed I would judge
any of them to be adequate functionally. The differences are primarily in price, time to
implement, and compatibility with the desired current and future technology azchitecture,
where the variance is very wide indeed.
The "Build" options are all time e'pnsuming to implement and reasonably expensive. The
"Buy" options are very expensive with one notable exception -the Mackin system.
{
The choice then, at least among the alternatives considered, is obvious -the Mackin
system. Some trepidation may arise regarding the low price, but I have tried to address
that concern above.
And the Winner is .. .
It appears that the Mackin system meets all of our essential criteria.
Short term, it provides a NT SQLServer based solution consistent with IS guidelines. It
also appears to provide the minimum immediate functionality required for the Vital
records functions.
Long term, the azchitecture is sufficiently open to allow additional functions to be added
if the standard product does not provide them.
Report to Orange County Register of Deeds April 12, 2000
F7nrc%mnaa ('nvic.iltis.r. T«n _ _ _
For these reasons, and others discussed later, I am recommending that the county proceed
to purchase the Mackin system, but in a step wise process designed to assure a successful
result and eliminate as much risk as possible. This process is discussed in the
recommendations section.
In short, the Mackin system meets the essential criteria as follows:
• Compatible with IS technology guidelines
• Quick install process to get essential functionality
• Sufficient functionality and expandability for future
• Installed and supported by proficient personnel
A note on the last point -personnel - is in order.
Mario Duckett, a Mackin employee has been working for Orange County over the last
year in the capacity of consultant. He was engaged originally due to his knowledge of
the Pick operating system and the GeneSys data formats. He has performed the
conversion of the image data from the GeneSys system and he has assisted in the Y2K
transition effort. In that capacity he has become very familiar with the Orange County
computing environment and the details of the data storage architecture. This knowledge
will be extremely valuable in the work to come.
It should be mentioned also that the Mackin system has features desired for future
extensions such as:
• Internet or Web based access to image data
• Full text search of data base records
• and others -just ask their salesman
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2.5.2 Caveats
A serious concern is the fact that we have had very little time to thoroughly explore the
Mackin approach and the ramifications therein. Consequently in the plan to proceed that
follows I have proposed astep-wise approach with checkpoints along the way in order to
eliminate as much risk as possible from the recommended path. I will return to that issue
in the remainder of the report, primarily in the recommended steps to proceed.
Report to Orange County Register of Deeds Apri112, 2000
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3 Recommendations -Steps to Proceed
3.1 An Incremental Approach
The following is a general outline of the steps recommended to proceed with the
evaluation and possible purchase of the Mackin system.
The plan should be fleshed out in detail as soon as a consensus is reached that the
recommended solution is the one desired.
3.1.1 Step 1: Vendor Preliminaries
It is essential to become better acquainted with Mackin and their customers. Immediate
steps are to:
• Verify vendor business credentials
o Size and nature of their business base
o Years in business
o Etc.
• Talk with customers
• Negotiate Agreement with Vendor
3.1.2 Step 2: Prepare a Detailed Transition Plan
An explicit transition plan is essential to the success of the next few months' effort. At a
minimum the plan must establish:.
Goals
Timetable
Budget ~''
~s
Gating milestones >±
This plan must be prepared by the County (or designate) to satisfy their needs. However,
it is imperative that the vendor technical personnel and management also be involved in
the formulation of the Transition Plan and commit to the portion for which they will be
responsible.
3.1.3 Step 3: Install "Pilot" System -Validate Vital Records Conversion
I recommend that the Mackin be asked to install a skeleton system on Orange County
hardware that can demonstrate the essential functionality needed for Vital Records. I
have spoken with them about this possibility, and they seem amenable.
This "Pilot" system should also include a demonstration of the retrieval of the converted
GeneSys data. It should also demonstrate end-to-end operation, i.e. scan, index, store and
retrieval of images.
Report to Orange County Register of Deeds Apri112, 2000
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An equitable fmancial arrangement should be negotiated to provide for this approach.
3.1.4 Step 4: Complete Procurement and Installation
Providing the above steps are successfully executed, Orange County can proceed to
procure the Mackin system.
Otherwise, at least the successful completion of the GeneSys conversion will have been
demonstrated, and we can proceed to explore other options.
3.1.5 Step 5: Implement Deeds on New System
If all above steps are successful, we can proceed to implement Deeds on the new system.
This will involve a significant design and planning effort and close cooperation with IS to
assure smooth changeover from the present system and maintenance of connection and
service with related systems, such as accounting.
Details of this effort are beyond the scope of this report.
3.1.6 Contingency
In the event that there in trouble in paradise, we have two options, which can be pursued
simultaneously:
1. Explore more fully the "Build" options.
2. Seek other "Packaged Solution" Vendors
~~.
But we are getting way ahead of durselves here:
Report to Orange County Register of Deeds April 12, 2000
1-Tnrcbrrnns~ /~'nv~nsil}iro. ~. 7«n ..
ao
3.2 Summary and Benefits
A short wrap-up maybe in order.
The purpose of this effort was to choose among options currently under consideration for
restoring Orange County Office of the Register to full operation. I believe the approach
and recommendations presented herein are responsive to that end.
It is my view that the requirements as understood are well within current technology-and
that many solutions could be found. I have focused on those close at hand and believe
the path recommended has a good chance of success.
Of course, "the Devil is in the details", meaning that execution is the essence of success.
I believe the approach recommended has adequate safeguards against risk and can be
implemented relatively quickly. It has the added advantage that the first steps will
provide value and movement in the direction desired by both business and technology. It
also provides a relatively open-ended possibility for future evolution to more
sophisticated solutions.
~,
{
.'
Report to Orange County Register of Deeds April 12, 2000
F7nrchmn~ ('nvic~ilfir~o 1 n
a~
Mazch 13, 2000
Mrs. Joyce Pearson
Register of Deeds
Orange County
Register of Deeds Office•
200 S. Cameron Street
Hillsborough, NC 27278
Deaz Joyce,
I would like to thank you for allowing me to demonstrate the capabilities of OTG's product
suite and to submit a proposal for Mackin Imaging Systems to be your Imaging Partner.
This revised proposal addresses any additional functionality as detailed in the Orange
.County Register of Deeds Document- Imaging System Business Requirements. The
original proposal had update to include the following options:
-- - -- A. Full Text Search
~ B. Image Backup & Archiving
I would like to review this proposal with you and, Dick Taylor, and anyone else you feel
should be included in that meeting I can then answer any remaining questions in regazds to
functionality, system configuration, and pricing. I hope that you do select Mackin Imaging
Systems as your imaging partnerand we afforded the opportunity to work together again on
your Document Imaging System.
Sincerely,
~.
Mario G. Duckett
Account Executive /Systems Engineer
as
I. Overview
A. System Recommendations
1. The Register of Deeds Office, Orange County, North Carolina is considering the
implementation of Enhanced Electronic Image Management (EIM) technology to
improve the storage and access of municipal information.
2. Mackin Imaging Systems (M3IS) has been requested to provide a system
recommendation and pricing.
3. The system is designed to accept additional applications and will have sufficient
capacity for input and storage to accommodate growth.
4. The proposed solution will require the use of Document Imaging technology. A
Networked Twenty Five (25) Concurrent User Imaging System with mass storage
utilizing on-site RAID technology is proposed.
S. We have recommended ApplicationXtender, aproduct of OTG Software, to
accomplish the imaging and retrieval objectives.
~. .. .. .
6. As a Networked system, access to your images may be made available to any
number of workstations on your network. However, with a Twenty Five (25)
Concurrent User License, only twenty five (25) may actually retrieve images
simultaneously.
7. The minimum configuration for an Image and Index Database Server (hazdwaze to
be provided by Orange` County) is 128MB of RAM, Pentium II minimum
processor, Windows NT operating system. Our proposal includes the operating
system and client access licenses for the server.
8. The minimum configuration for each Networked Concurrent Retrieval Workstation
(to be provided by Orange County) is 32MB of RAM (64MB preferred,) Pentium
200 minimum processor, Windows 95, Windows 98, or Windows NT operating
system.
9. Microsoft Windows NT Server will be employed as the Server Operating System
Our proposal also includes twenty five (25) NT client access licenses required for
networked access:
Page 2, Printed March 14, 2000
a3
10. Microsoft SQL Server will be employed as the Image and Index Database. Again,
twenty five (25) SQL Server client access licenses are included for retrieval
workstations.
11. Veritas Backup Exec and Symantec pcAnywhere aze included utilities employed
for periodic back-up activities or to provide remote access for technical support
from M3IS personnel.
12. Our proposal includes all imaging software, installation, training and support- `
services necessary to implement the specified Twenty fcve (25) Concurrent User
Document Imaging System.
;.
i ~.~
Page 3, Printed March 14, 2000
a ~-
I. Overview
B. Hardware and Software to be supplied by M3IS:
1. Twenty five (25) Concurrent User Document Imaging System
(a).ApplicationXtender Image Scanning and Retrieval Software
(b).Microsoft Windows NT v 4.0 Database Server Operating System
(c). Microsoft SQL Server v 7.0 Database Software
(d). Veritas Backup Exec DAT Backup Software
(e). Symantec pc Anywhere Remote Support Software
(~. Installation, Training and On-Site Support
C. Hardware to be supplied by Orange County
_.... _ . 1. Image and Index Database Server
. (a). Pentium II 'or superior processor, minimum 128MB RAM
2. Networked Concurrent Retrieval Workstations
(a). Pentium 200 or superior processors, minimum 32MB RAM, Windows 95,
Windows 98, or Wir~iows NT operating system
3. RAID Mass Storage Device
Page 4, Printed March 14, 2000
as
II. , System Diagram
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O~U~00~ ';118111111111
uuuoaoo (liiiiiiliPififf
Ima a and Index Orange County
9 Orange County RAID Register of Deeds
DatabaseServer Mass Storage Host S stem
Microsoft Windows NT Y
Server,
Microsoft SQL Server,
pcAnywhere, Backup Exec
Network Backbone '
I .
,r-,~-; ~ _--
~-
• -~---
._..__ _ i
~i__!
~.
_..~.: ~
__.. _.
Scanning Workstations '`'
(Providgal by Orange Count)
i
AppllcatlonXtender '
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( ~ £~
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x•7.2. 1 ~-:.~~.e ~ - s ' ~ ~_s
:- r
Concurrent Retrieval Workstations
(Supplied by Orange County)
Recommend Pentium 200, 64M8 RAM,
Windows 95 or superior;
AppllcatlonXtender
SOL Server Client Llicenses
Page 5, Printed March 14, ?A00
-a,
III. Hardware and Software Configuration
A. Hardware
1. Image and Index Database Server, hardware provided by Orange
County
• Pentium li minimum processor
• 128MB RAM required
• 18GB SCSI Hard Drive recommended
~ 17" Color Monitor recommended
2. Jukebox Mass Storage Backup and Archiving (Option B), provided by
Mackin Imaging Systems
• Ptasmon M20J--520-2 Dual Drive, 104GB, 20-Platter Optical Disk Drive
• Adaptec SCSI Adapter
• Initial supply of 5.25" WORM Optical Disks
B. Software
,,
,~ .
1. Imagin~g~Software, provided by Mackin Imaging Systems
• AppZicationXtender Scanning, Indexing and Retrieval Software
• Microsoft.Windows NT Server Operating System with twenty five (25) client
access licenses
• Microsoft SQL Server v. 7.0 Database Software with twenty five (25) client
access licenses
• Symant~c pcAnywhere Remote Support Software
• Veritas Backup Exec DAT Backup Software
Page 6, Printed March 14, 2000
a-
IV. Software & Hardware (Optional) Pricing
A. Twenty five (2S) Concurrent User Document Imaging System
with client provided RAID Mass Storage $ 53 989
1. Pricing Includes
• Twenty fipe (25) Concurrent User ApplicationXtender software licensing
with one (1) yeaz support
• Image, Index and Database Server software
• Microsoft Windows NT Server v4.0 with twenty five (25) client access
licenses -
• Veritas Backup Exec v.7.2 Single Server Edition backup softwaze
• Symantec pcAnywhere v9.0 remote access software
• Microsoft SQL Server v 7.0 database software with twenty five (25) client
access licenses
• Five (5) days Imaging System installation, training and on-site support
,,
B. Twenty five (25) Concurrent User Full Text Search System $11,868
(Option A)
~.;
~~
• Twenty five (25);?Concurrent User Full Text Search software licensing with
one (1) year support
C. Disk Xtender Mass Storage Jukebox Automated Image $12,598
Backup & Archiving (Option B)
• DiskXtender Mass Storage Management Softwaze
• Plasmon M20J--520-2 Dual Drive, 104GB, 20-Platter, Optical- Disk Drive
• Adaptec SCSI Adapter
• Initial supply of 5.25" WORM Optical Disks
Page 8, Printed March 14, ?A00
a
IV. Software Pricing
B. Purchase Terms
• 50% required upon acceptance of your purchase order
• 50% net 30 days after completion of installation and training
• Mileage and travel are invoiced at M3IS actual cost
• Applicable taxes and actual freight expenses are the customer's responsibility
and will lie invoiced at M37S actual cost
• Adl nri%ces will be honored for 60 days from nronosal date
C. Leasing Terms
• Lease arrangements are based on a "$1-buyout" plan
• At the end of your selected lease term, you may purchase all hardware and
software outright for $1
- •
Origination, documentation and termination details are available upon request
- - • Lease figures shown below are estimated monthly payment amounts
1. Twenty five (25) Concurrent User System Lease
Option System Purchase 36-Month Lease , 48-Month Lease 60-Month Lease
Vince ,
Basic $ 53,988.73. $ 1,900.40 $ 1,506.29 $ 1,274.13
+ Option A $ 65,856.60 $ 2,318.15 $ 1,837.40 $ 1,554.22
+ Option B $ 68,391.45 $ 2407.38 $ 1908.12 $ 1,614.04
+ Opt + Opt B $ 80,259.32 $ 2672.64 $ 2086.74 $ 1781.76
Page 9, Printed March 14, 7A00
a~
V. 1Vlaintenance and Warranty Provisions
A. Note: All imaging software in this proposal is warranted for an initial
period of twelve (12) months. Plasmon products include a twelve (12)
month manufacturer's warranty. Pricing provided includes these
warranties and necessary additional support through at least the first year
of installation.
1. Overview
Annual maintenance entitles the customer to contact a trained technical support
representative with any questions regarding our products. Our courteous support team
may be reached on the phone anytime between 8:30AM and 5:30PM ET, or .by fax
and a-mail. Through the use of pc Anywhere, customers receive "hands on" support
right from their own PC.
The OTG Software FTP site contains updated technical reference materials.
Customers with maintenance may contact the M3IS support department for a
password, which enables them to download these files. In addition, .every customer
'~ _ with an annual maintenance agreement may request any minor upgrades within the
. . __ , yearly term. Minor upgrades are free, while major upgrades may be purchased.
2. Support Services
When contacting the M3IS technical support department, please be sure to have the
following: company .name, the OTG product in question, the product version you are .
using, and the product serial number.
.
Phone 8:30AM to 5~30PM ET, Monday -Friday.
Toll Free: 888-634-7684 Local: 215-788-8885
Fax You may fax questions 24 hours a day, 7 days a week.
Fax 215-788-7835. Please include your fax number
E-Mail Feel free to a-mail our support department 24 hours a day, 7 days a week:
Our a-mail address is technical @mackinimagin .com
Page 10, Printed March 14, 2000
3z
3. Emergency Support
.Mackin Imaging Systems provides the following beeper numbers and home phone
numbers for support in the event emergency service is required.
Pager Home Phone Pager Home Phone
Ed Mackin, Sr. 215-266-7539 215-862-5877 Lee Turner 888-762-4066 215-379-2845
Ed Mackin, Jr. 888-762-4067 215-338-9553 Brian Harkness 888-762-4064 330-786-0205
Scott Mackin 215-818-7876 215-612-8238 Frank Schlupp 888-762-3935 215-722-5275
Mario Duckett 888-986-3831 609-239-3193
4. Online Services
Customers with annual maintenance have access to support files from -both the M3IS
and OTG FTP sites. Available files include tech notes (technical bulletins updated
monthly), product release histories, and various third party softwaze. Please call our
support department for the required F1 P addresses -and passwords.
S. Software Updates
Softwaze updates for minor releases aze processed on a request and receive basis.
Customers may contact the M3IS support department to receive all Honor softwaze
updates. Upgrades are shipped via UPS Ground unless a preferred shipping agency -and
• shipping account number .are provided. Upes .may be downloaded from the FTP
•~ ~ ~ - -site as well. Customers must first-call the 11I'IS support team for the. current password.
Please be able to provide a customer ID number or end user company name, the OTG
version and product serial number. Major upgrades are not included in the annual
maintenance agreement ar}d must be purchased. Please contact your sales, representative
for upgrade pricing.
6. System Maintenancef •
~ .~
While Mackin Imaging 'Systems (M3IS) can assist you with any question relating to
our software products, proper system maintenance by the user can greatly improve
system reliability and performance. General system maintenance should include
database maintenance and back-ups, hazdwaze preventative maintenance and version
updates of third party software with any application service packs. If you are unsure of
the suggested maintenance for your system, please contact your third party provider.
Page 11, Printed March 14, 2000
J
VI. Post Warranty Maintenance Options
A. Imaging Software Maintenance Pricing
1. ApplicatzonXtender Maintenance
Twenty five (25) Concurrent User Software
OTG Software Maintenance agreement includes 800# "Hotline"
telephone support (9:00 AM to -6:00 PM, ET), all interim
upgrades and repairs and reduced prices for major releases
2. Full Text Search Maintenance (Option A)
Twenty five (25) Concurrent User Sofhvare
OTG Software Maintenance agreement includes 800# "Hotline"
telephone support (9:00 AM to 6:00 PM, ET), all interim
upgrades and repairs and reduced prices for major releases
3. Disk Xtender Maintenance (Option B)
OTG Software Maintenance agreement includes 800# "Hotline"
telephone support (9:00 A.M to 6:00 PM, ET), all interim
upgrades and repairs and reduced prices for major releases
4. Plasmon M20J--520-2 Dual Drive Jukebox (Option B)
Plasmon products are manufacturer-supported for one year.
Maintenance contract. includes 800# "Hotline" telephone support
(9:00 ~ to 6:00 PM,~ ET) via 1l~IS technical. staff, and on-site.
(Sx9x4) maintenance b~ Plasmon or Plasmon-approved technical
staff.
$ 6,327
$ 570
$ 266
$ 670
Page 12, Printed March 14, 2000