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Clerk recommends $37,350 award to Crowley for digitizing permanent records
Summary
The clerk and recorder's office recommended awarding a digital preservation contract to Crowley Digitization Service for $37,350.08 to digitize historical films and make them searchable in the county's Tyler system; the transcript documents the recommendation and storage process but does not record a final vote.
Cascade County's clerk and recorder office recommended awarding a contract to Crowley Digitization Service for $37,350.08 to digitize historical film records and index them into the county's records system. A county staff member said the office published an RFP, received six proposals and a review committee recommended Crowley after scoring the responses.
The staff member described the records' current form as microfilm stored in cabinets and said digitized copies would be uploaded to the county's Tyler records system to make them searchable and accessible online. When asked "Where will, this piece what's the process for storing this?" a staff member responded, "Right now, it's on microfilm in a couple of cabinets ... It goes into the Tyler system, and then we'll still keep those digital films or the films, the microfilm in the cabinets, but we'll have it on in the Tyler system so it's easily accessible."
The transcript does not record a motion, a second or a vote. The staff member said some proposals were priced "way above what we had hoped" and that Crowley provided the best combination of price and capability. The record does not list contract start or completion dates, data-hosting terms, long-term preservation guarantees or which specific series of records will be digitized beyond a general description of "historical films" and "permanent records."
