Discussion and possible action to enter into a Webb County Historical Civil and Criminal Case Files Preservation Project Agreement by and between Webb County and Kofile Technologies, Inc., in the amount of $149,933.13, pursuant to Sections 271.101 and 271.102, Subchapter F, Cooperative Purchasing Program, Texas Local Government Code (Kofile-TXMAS Contract No. to be determined) (Webb County TXMAS CO-OP#C2400) for the preservation, cleaning, archival imaging, indexing, microfilm digitation, encapsulation and custom fitted, stamped binder storage of these historical civil and criminal case files at the Webb County District Clerk’s Office, and authorizing the Webb County Judge to execute all relevant documents; and any other matters incident thereto. [Account #2011-2290-341127 (Records Management and Preservation)]
Issue: Due to the historical nature and continued physical deterioration of these 8 boxes (out of the remaining 75) of 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 Files 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. |