Discussion and possible action to enter into a Probate Case File Records Archive Phase II, Historical Preservation Project Agreement between Webb County and Kofile Technologies, Inc., for the protection, preservation, archival imaging, shelving, indexing, microfilm digitization, and encapsulation of historical Webb County Probate Case file records for the Webb County Clerk’s Office in the amount of $499,992.18, pursuant to Texas Local Government Code Section 271.103, (a) &(b) (Purchases from Federal Schedule Sources of Supply), Kofile Technologies, Inc., GSA Schedule 70, GSA Contract No. GS-35F-275AA and authorizing the Webb County Judge to execute all relevant documents; and any other matters incident thereto. [Requested by Margie Ibarra, County Clerk; Account #’s 2003-2310-001-432001 and Account #2006-2310-001-432001 (Professional Services)]
Issue: Due to the importance, historical nature and to prevent the continued physical deterioration of these Webb County Probate Case file records, and to comply with the permanent retention period requirements as per the Texas State Library & Archives Commission, 2011, these probate case file records presently stored and located at the Webb County Clerk’s Office need to be properly permanently preserved, remediated, protected, archived, microfilmed and stored in order to prevent any further deterioration. The probate records preservation services to be provided include surface cleaning, tear repairs, removing of deposits, including dust, soot, airborne particulates, sedimentation, insect detritus, and/or biological/mineral contaminants, as well as archival imaging, indexing, rebinding, storage and microfilming of these records.
Solution: Approval of this historical probate case file records preservation agreement will provide for proper protection, preservation, archival imaging and indexing, rebinding and storage of these documents.
Result: Probate Records preservation and physical deterioration preventive measures will ensure that these historical probate records are properly cared for and maintained by the Webb County Clerk’s Office. |