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Regular Agenda Item 2. C.

Regular BOS Meeting

Meeting Date:	03/05/2024
Submitted For:	Joseph Williams	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Assessor's Office
Fiscal Year:	2024	Budgeted?:	Yes
Contract Dates Begin & End:	01-02-24 to 06-30-24	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval to use Arizona State Contract CTR063770 with Iron Mountain, Inc. for the Assessor Parcel Digitization.

Background Information

The Assessor’s Office has parcel records, maps, and historical value information that is all on paper copy located in the Globe office. This information holds historical title chain information, maps, and valuation information and without digitizing the information, there is no backup of the information that is stored in those files. If a fire or accident were to happen, there would be no way of retrieving any of the information that would be lost. Digitizing the information would also allow staff in the Payson office to directly access the information, without having to contact the Globe office to request a desired parcel record.

Evaluation

The proposal is for digitization of the assessor parcel records that we currently hold in the vault. The expected results of this undertaking would be that staff would have a digital copy of the parcel records, thus not relying on physical paper copies that can get damaged, lost, or ruined. Digitization of the parcel records would also allow employees to directly access the records themselves at their convenience. Under the current process, someone needing a record in the Payson office must contact globe personnel to retrieve the physical file and scan its contents to the email of the Payson employee. Under the new system the Payson employees would have direct access to retrieve the desired record without having to involve other personnel.

Under the current process, if mapping has a record checked out for a task, other personnel must track down the physical file record if they need to review it. Under the new system, both personnel would be able to access the parcel record from the database, which would eliminate the possibility of losing all or portions of the record due to being moved frequently.

Conclusion

In an effort to improve efficiency and security of our parcel filing system, staff is requesting the approval of the digitization of the Assessor's Office parcel records. This process will improve the access and efficiency of accessing our parcel records between the 2 assessor offices, as well as providing a digital backup of the files, which we currently do not have and is needed.

Recommendation

The Chief Deputy Assessor recommends the approval of the Iron Mountain Contract for digitization of the Assessor's Office parcel records.

Suggested Motion

Information/Discussion/Action to approve the use of Arizona State Contract No. CTR063770 with Iron Mountain Information Management LLC in the amount of $114,172.95 through June 30, 2024, for the digitization of the Assessor’s parcel records. (Micah Wheeler)

Attachments
Contract No. CTR063770-Digitization of Assessor's Office
SOW Digitzation Services
No Forced Labor of Ethinic Uyghurs Ban
State of AZ CTR063770
Single Source Justification1