Title
Joint resolution authorizing an agreement with Cott Systems, Worthington, OH to redact social security numbers on certain documents from 1935 to the present for the Recorder of Deeds in the estimated amount of $638,228.
Staff Summary
· In accordance with Illinois State Statute 55ILCS 5/3-5047, effective January 1, 2009, the Recorder of Deeds Office may now reject certain documents submitted for recording that contain social security numbers. In addition, the law requires that a plan be implemented to redact all existing social security numbers on certain Documents that are publicly displayed on a website.
· Redaction is the act of “Blocking Out” sensitive information from public view. Images are stored in their original state and also in their redacted state. Redaction provides for the integrity of the original Document as well as allowing for greater security when viewed by the general public.
· Cott Systems is the provider of the Records Management System & Services for the Recorder of Deeds Office and the only source that can upgrade the system. Since 2005, Cott has been responsible to Lake County for the services and support of all electronic recording activities with recent “film to electronic” conversion of records back to the 1800’s. All Lake County records now reside within the Cott system. The current Agreement extends through 2014.
· The redaction of 25,028,578 million images would be verified at a cost of .0255 cents per image with an anticipated cost of $638,228 for the entire project.
· In accordance with Article 6, Section 102 of the Lake County Purchasing Ordinance, the Purchasing Agent consulted with an ad hoc review group and determined that this purchase is exempt from bidding on the basis of sole source.
· This upgrade will cost $638,228 at a rate of two (2) million images per month and is anticipated to be completed in 12 calendar months or less. The Recorder of Deeds Office has budgeted the funds for this project in the Recorder ...
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