Item:
Title
Approval of a Contract Amendment between the County of Durham and Diana Phillips Consulting in the amount of $10,000.00, increasing the total amount to $40.000.
Body
Date of BOCC Meeting: March 10, 2025
Request for Board Action:
Agenda Text
The Board has been requested to approve the contract amendment between the County of Durham and Diana Phillips Consulting in the amount of $10,000.00, increasing the total contracted amount to $40,000. The term of the contract amendment remains the same from July 1, 2024, to June 30, 2025.
Durham County implemented a new recording imaging, and indexing system, Eagle Recorder by Tyler Technologies, for Real Estate and Vital Records in the office of the Register of Deeds. The purpose of the original contract was and remains for the coordination, management, review and finalization of digital records importation into our Tyler Technologies software database. As a result of the high-volume data transfer of 144 years of data, from the old system, there were portions of the database which required incremental updating to be fully accessible to the public remotely.
Diana Phillips Consulting has served as the key consultant and project manager for the deeds office during this data conversion system enhancement. At a high level, Ms. Phillips has worked to ensure 1) the formatting and finalization of the data was successfully completed by U.S.
Imaging (vendor), 2) that Tyler Technologies’ support staff accurately completed the preliminary system imports and updates, and 3) coordination with DCo IS&T to schedule and verify the final data uploads in accordance with cyber security best practices. These time-consuming though necessary final steps conclude the data migration and finally allow residents, financial institutions, etc. to remotely access the full breadth of the office’s records efficiently. The delays caused by the issues with formatting have caused a shortage of funds due to the technical issues that had to be resolved.
The funds utilized for the project were approved in our 2024 budget and allocated from our Automation Restoration Fund (N C G S 161-11-1.), a non-reverting fund for the conservation and preservation of records in the Register of Deeds office, and do not require any additional funding budget requests.
Alignment with Strategic Plan: Sustainable Infrastructure & Environment
Resource Persons: Sharon A Davis, Register of Deeds
County Manager’s Recommendation: The County Manager recommends that the Board approve the contract amendment in the amount of $10,000. increasing the contracted amount to $40,000.
Signature
County Manager: _________________