Discussion and possible action to enter into a historical civil and criminal case file preservation project agreement/phase III, between Webb County and Kofile Technologies, Inc. for an amount not to exceed $149,993.13, pursuant to Section 271.103, Subchapter G (Purchase Federal Schedule Sources of Supply), 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 Esther Degollado, District Clerk;Account #2009-2290-001-460105 (Court Technology Fund – District Clerk – Administration – Minor Tools & Apparatus)]
Issue: Due to the historical nature and continued physical deterioration of these 8 boxes (out of the remaining 67) of the Webb County Historical Civil and Criminal Case Files, and the required permanent retention period requirements as per the Texas State Library & Archives Commission, 2011, these historical civil and criminal case file records stored and located at the Webb County District Clerk’s Office need to be properly preserved, remediated, protected, archived, microfilmed and stored in order to prevent any further deterioration by providing for surface cleaning, tear repairs, removal of deposits, including dust, soot, airborne particulates , sedimentation, insect detritus, and/or biological/mineral contaminants, archival imaging, indexing, microfilming, and binder storage of these files.
Solution: Approval of this Webb County Historical Civil and Criminal Case Files Preservation Project Agreement with Kofile Technologies, Inc., will provide for the proper preservation, archival imaging, indexing, and storage of these historical civil and criminal case files and records at the Webb County District Clerk’s Office.
Result: Historical Civil and Criminal Case File preservation and physical deterioration preventive measures will ensure that these files and records are properly preserved, cared for and maintained by the Webb County District Clerk’s Office. |