HomeMy WebLinkAbout100421ca09 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley,Interim County Administrator
FROM: Brenda Huntingford
DATE: Ø /oc Li, D-O 4
SUBJECT: Digital images from microfilm
STATEMENT OF ISSUE:
Washington State Archives to convert Microfilm to Digital Image.
Deeds Volume 86 thru Volume 176 (1918 thru 1967)
Official Records Volume 1 thru 99 (1968 thru 1981)
ANALYSIS:
Currently we have digital images from current back to 1981. Aegis Land Title Group has requested
ALL of our images. The microfilm is at the State Archives. Archives will only produce images for the
county that the images are from. We will order the images, Archives will bill us, we will bill Aegis Land
Title Group.
FISCAL IMPACT:
None
RECOMMENDATION:
Approve Contract
REVIEWED BY:
/0/1/4
Mark McCauley terim County AdminisE Date
OSOS No. 816B-1489-2
STATEMENT OF WORK NO. 2
SERVICE LEVEL AGREEMENT No. #816B-1489
This Statement of Work (this "SOW") is made and entered into by and between the
JEFFERSON COUNTY AUDITOR (hereinafter"CUSTOMER") and the STATE OF
WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES & RECORDS
MANAGEMENT DIVISION (hereinafter"ARCHIVES"). This SOW is incorporated into and
hereto made an integral part of Service Level Agreement No. 816B-1489 between CUSTOMER
and ARCHIVES (the "Agreement").
CUSTOMER: Jefferson County Auditor
1820 Jefferson St.
PO Box 563
Port Townsend, WA 98368
Customer Archives
Contact: Brenda Huntingford Patrick Williams
Title: Chief Deputy Customer Service Manager
Telephone No.: 360-385-9228 360-586-0108
Email: Val.barschaw@co.kittitas.wa.us patrick.williams@sos.wa.gov
I. FEE SCHEDULE
Service Unit Unit Price
Microfilm Scanning — 35mm Per Image $0.13
File Rename Per Image $0.10
All shipping or ferry prices will be charged cost + 30%
Service # of Units Total Unit Cost
Microfilm Scanning — 35mm 160,800 $20,904.00
File Rename 160,800 $16,080.00
TOTAL ESTIMATE: $36,984.00
All rates and charges listed above are subject to change in accordance with the terms and
conditions of the Agreement.
The ARCHIVES shall:
Summary Statement
Create a digital (scan) form of Official Records and Deeds from the Jefferson County Auditor not
to exceed the contract amount without prior approval.
Project Management
Process with the following information:
Page 1 of 3
OSOS No. 816B-1489-2
• Record Series: Daily Recordings
• Agency: Jefferson County Auditor
• Department: Recording
• County: Jefferson
• Date Range: 1965-1981
• Disposition Authority Number (DAN): AU52-03B-01
• Record Series: Deeds
• Agency: Jefferson County Auditor
• Department: Recording
• County: Jefferson
• Date Range: 1950-1965
• Disposition Authority Number (DAN): AU52-03B-01
Contact CUSTOMER with any questions regarding the project.
Provide timelines, quantities, project complexity, and cost estimates based on our original
project review.
Estimates may be revised based on the condition of the records at the time they arrive in our
production facility.
ARCHIVES staff will review the project prior to beginning work and notify CUSTOMER of any
cost adjustments required for document preparation which exceeds the original estimate.
Film Scan
Convert microfilm images to digital images.
• Record series: Official Recordings (1965-1981)
o This category of work consists of approximately 118,000 images on 99 reels of
35mm microfilm. Reel 001-099
• Vol. 168-176; Vol. 1-154
• Record series: Deeds (1950-1965)
o This category of work consists of approximately 42,800 images on 36 reels of
35mm microfilm. Reel 48-83
• Vol. 86-166
Imaging Services" shall include:
• Scanning documents in bi-tonal mode at 300 dots per inch (dpi). All clearly visible
markings will be captured in the image. Poorly microfilmed records will be captured in a
Grayscale TIFF to adjust for maximum readability.
• Performing a visual quality control inspection of every scanned image.
• Re-scanning document pages as needed to ensure adequate resolution and readability.
• Providing TIFF Group IV Single-Page image files.
Pickup & Delivery
Pick-up and deliver microfilm from CUSTOMER at:
SECURITY MICROFILM DEPARTMENT
OLYMPIA, WA
Page 2 of 3
OSOS No. 816B-1489-2
Handle records to prevent damage.ARCHIVES will not be held liable for inadvertent damage
caused by the scanning process.
Return film in the original container.
Re-box the documents into a new Archive box if the original box is insufficient to preserve the
records during transport.
Naming images as follows:
Vol.###_Pg.###.tif
JEFFERSON COUNTY AUDITOR: OFFICE OF THE SECRETARY OF STATE
Date Date
Auditor State Archives
APPROVED AS TO FORM
Attorney General's Office
Approved as to Form Only:
September 30, 2021
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
Page 3 of 3