DuPage County recorder: $672,000 imaging contract produced unusable microfilm; board approves transfers amid abstentions

DuPage County's technology committee approved three budget adjustments to cover a nonbudgeted imaging project after the recorder reported the vendor delivered unusable microfilm and an invoice the office had not expected.

The recorder of deeds told the committee the county discovered the contract work produced film that is currently unusable and that an invoice associated with the project is "going to be $672,000." The committee then approved two budget adjustments totaling $411,985 and referred a third item to the finance committee; the county clerk's office announced it would abstain on the three items, citing attorney general guidance about transfers of appropriations.

The vote followed a drawn‑out discussion about project scope, procurement and next steps. "We have unusable film," the recorder said, adding the county will meet with US Imaging to seek ways to salvage the material and pursue digitization. The recorder said the microfilm is currently at US Imaging and that the firm will return the material to DuPage County after replacing old reels with polyester film to stop deterioration and the "vinegar" smell in the office.

Why it matters: county land records and property research depend on accessible, preserved images. Committee members and staff repeatedly noted the project appears to have been handled without consultation of current recorder staff, without a request for proposals and without competitive bidding, and that the county's budget for 2024 did not include the work.

Discussion and staff direction

The recorder said the vendor delivered film rather than digital images "They went from film to film rather than film to digitization," a committee member noted. Committee members asked that IT staff attend the scheduled meeting with US Imaging to advise on making the product usable and on a longer plan to move records from film to a digital, in‑house storage solution.

A representative of the county clerk's office read an attorney general opinion and said the clerk's office would abstain from voting on the three transfer items. The representative cited an informal attorney general opinion and the county code provision referenced in the opinion, saying the clerk's office believes county officers operating under internal control statutes may control transfers between certain lump‑sum categories and that the county board "has no say whatsoever approving transfers of the recorder's budget," and therefore would abstain on the items.

Formal actions

- Item 6A (25-0134): budget adjustment, total $56,284, moved from various salary and benefits line items to other professional services to pay for the US Imaging film project; motion approved by roll call.

- Item 6B (25-0135): budget adjustment, total $355,701, moved from multiple salary and operating lines to other professional services for the US Imaging film project; motion approved by roll call.

- Item 6C (25-0165): budget adjustment, total $16,759, moved from indirect cost reimbursement and printing to benefit payments to cover retention benefit payout expenses for the recorder of deeds in FY2024; the committee voted to refer this item to the finance committee.

Quotes and clarifications

"It's going to be $672,000," the recorder said when describing the invoice the office has received for the imaging work. The recorder also said the county believes more than "6,000 images" are currently not usable and that the vendor will return film to the county after replacing deteriorated reels.

On procurement and oversight, committee members said current recorder staff were not consulted on the project and suggested procurement and IT staff be included in discussions with the vendor to determine if scope changes or digitization are possible.

What the meeting did not decide

Committee members did not approve a contract amendment or a new digitization contract at the meeting. The recorder said staff will meet with US Imaging to attempt to make the product usable and to explore digitization; no formal directive to enter a new procurement was recorded.

Ending

Committee members approved the two transfers needed to pay the vendor and moved the remaining item to finance. Staff said they will meet with US Imaging the following day to explore whether the existing product can be salvaged and how to proceed with digitization and storage for county records.