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Kittitas County <br />Clerk <br /> <br />Agenda Staff Report <br /> <br />AGENDA DATE: <br />4/5/2016 <br /> <br />ACTION REQUESTED: <br />Request to approve an agreement to allow Modus Technology, Inc. to perform scanning and microfilming <br />for the Clerk's Office. <br /> <br />BACKGROUND: <br />A review of the files in the Clerk's possession revealed that multiple years of records have not been scanned <br />and/or microfilmed. Given the volume of records, the Auditor's office was consulted prior to and during the <br />2016 budget cycle. The Auditor's office budget for 2016 includes the approval of up to $20,000 for this <br />project from the O&M fund. <br /> <br />The Washington State Archives Office of the Secretary of State has set requirements for the destruction of <br />non-archival paper records after imaging. In addition to the State Archives requirements, limited space is <br />also a contributing factor to be able to house the files. Therefore we seek to destroy the paper copies once <br />steps are completed. <br /> <br /> <br /> <br /> <br />INTERACTION: <br />The Prosecutor's office had reviewed a proposed agreement from Modus Technology, Inc. and rejected their <br />Agreement in favor of the attached Agreement authored by the Prosecutor's office. <br /> <br />Modus Technology, Inc. has reviewed and agreed to the Agreement authored by the Prosecutor's office. <br />Their signature is affixed to the attached Agreement. <br /> <br />The Secretary of State's Central Washington archivist has been consulted and is prepared to do an archival <br />review to ensure that only 'non-archival' records are included for this project. <br /> <br />RECOMMENDATION: <br />Approve the Professional Services Agreement. <br /> <br />HANDLING: <br />Original - Clerk of the Board <br />Copy - Auditor <br />Copy - Clerk's Office <br /> <br /> <br />LEAD STAFF: <br />Val Barschaw <br />