Tehama County
California

Consent Item
9677

CLERK & RECORDER

Information

Department:Clerk & RecorderSponsors:
Category:Agreement

Attachments

  1. Printout
  2. Approval as to Form 8495
  3. PFA

Financial Impact

The agreement is funded through a variety of sources. The current day to day projects are funded through our Services and Supplies budget while major projects like restoring and creating film of vital records or truncation and digitization is covered through our Vital Records, Automation and Truncation trust funds. Fees for the recordation of documents were established to cover the costs of the preservation of documents recorded and filed with the Department.

REQUESTED ACTION (S)

a)              AGREEMENT - Request approval and authorization for the Clerk & Recorder to

sign the agreement with PFA, Inc. for the purpose of creating and/or processing film, truncation of records and copies of images for archival purposes in an amount not to exceed $150,000, effective upon date of signing through 6/30/19

(Miscellaneous Agreement #2017-53)

 

BACKGROUND INFO

We have used PFA for the past 6 years for creating and processing film, truncating records and other similar projects. We anticipate having major projects in the upcoming years and having this agreement in place will allow us to create and restore vital record images for archiving; digitize and truncate additional recorded documents thereby allowing us to continue to implement Government Code 27361, the Social Security Number Truncation Program, back to 1980; as well as continuing to create film of our current recorded documents for archival purposes on a monthly basis. We are very pleased with the final product. PFA has many checks and balances to insure a complete and accurate record.