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Home My WebLink About122021ca25 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Mark McCauley,Interim County Administrator FROM: Ruth Gordon, Clerk 20 DATE: 12/^/2021 SUBJECT: Annual maintenance agreement for microfilm viewer STATEMENT OF ISSUE: The County Clerk is the custodian of Superior Court case records going back to territorial days. Records from prior to the late 1990's are on microfilm reels in our office. In order to provide access to the public and the court, we purchased a UScan Hight Definition microfilm reader. In order to sustain access year to year we have to pay an annual maintenance fee. When we remit that payment, we are given a new"key"which provides us a year of access to the machine and its software. ANALYSIS: As providing access to the court record is one of the primary duties of any clerk of court,this is a necessary and justifiable expense. Our department budget provides sufficient funds to pay the maintenance cost. The vendor's remote customer service has been terrific. Without this contract being put into effect our staff will be running downstairs and begging the Auditor to let us use her microfilm viewer several times a week. In that case there would be no direct access for members of the public. FISCAL IMPACT: Our general fund budget already covers this expense. RECOMMENDATION: I ask that you review this agreement, and if you find it legally sufficient,please approve it as soon as is practical so that we can use funds budgeted for 2021 for this expense. REVIEWED BY: 411/("( ; , / V 2 ��Mark McCauley, run County Administrator Date FreeDoc INFORMATION CAPTURE SOLUTIONS Estimate 21070101 Jefferson County Clerk Maintenance Plan for 2022 Published:July 1,2021 USCAN+HD ROLL—COMPREHENSIVE,DIGITAL MICROFILM SCANNING SYSTEM • Digitize-Read, Email,Store to USB and Print(TIFF, PDF, Paper) UScan microfilm scanner reads & digitizes all microforms, without need for costly additional lenses, and carriers. UScan handles Roil film (16mm, 35mm), Aperture cards, Jacketed and Diazo Fiche (16mm, 35mm), and negatives. UScan outputs digital film images for use with CD/DVD,email,databases,cloud,and network printers. Designed and manufactured by the world famous Wicks and Wilson Company, UScan offers an automatic unit replacement warranty with your replacement system,with shipping included. HARDWARE AND SOFTWARE MAINTENANCE PLAN Annual Software Maintenance 490 Annual Hardware Maintenance-Automatic Unit Replacement Warranty—AUR 1,570 Sub-Total $2,060 * Manufacturer Training also available via Online Webinar—2 hours($825) www.freedoc.com PO Box 2007 Bothell, WA 98041 425.977.4222 ORIGINAL FreeDoc INFORMATION CAPTURE SOLUTIONS Tests Sales tax additional Maintenance Effective Dates:01/01/2022—12/31/2022 Jefferson County Board of County Commissioners Signature Date Kate Dean, Chair Print name and title Purchase Order FreeDoc• GM /2— 7 / P Frix, Title ate Approved/ s to Fprm Only: I c December 9, 2021 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney WAN.freedoccorn Pp Box 2007 Bothell, WA 98041 425.977,4222 FreeDoc INFORMATION CAPTURE SOLUTIONS CORPORATE INFORMATION FreeDoc Records Consulting Mark Kifowit, MS Email mkifowit@freedoc.com Phone 425-977-4222, Ext 220 Records Consulting Leslie Turner,CRM, ERMP, IGp Email (turner@freedoc.com Phone 425-977-4222,Ext 221 Systems Consulting Peter Frix,CDIA,CEIRM Email pfrixpfreedoc.com Phone 425-977-4222, Ext 301 Account Management Garrett Frix,LPP Email gfrix@freedoc.com Phone 425-977-4222,Ext 222 Operations Management Matt Frix Email mfrix@freedoc.com Phone 425-977-4222, Ext 303 Administration Vicki Gillette Email admin@freedoc.com Phone 425-977-4222, Ext 302 Website www.freedoc.com Technical support support@freedoc.com Records processing production@freedoc.com Facsimile 866-221-8340 Corporation Frix Technologies LLC d/b/a FreeDoc• Federal EIN 20-5514064 Washington UBI 602-642-309 Official Notice&Remittance PO Box 2007 Bothell,WA 98041-2007 Administrative Center 19015 36th Ave West Suite A,D Lynnwood,WA 98036 Production Center 19015 36th Ave West Suites B,C Lynnwood,WA 98036 www.freedoc.com PO Box 2007 Bothell, WA 98041 425.977.4222