To: Board of County Commissioners
Through: Joan Lopez, Clerk and Recorder
Prepared By:
prepared
Monica Kovaci, Sr. Assistant County Attorney
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presenter
Presenter: Juan Guzman, Director of Recording, Clerk's Office
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Subject:
title
Removal of Microfilm Records from State Archives
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Purpose and Request:
recommended action
The purpose of this drop in is to request approval for the Clerk's Office to remove microfilm rolls from the Colorado State Archives for purposes of digitizing the records by US Imaging. The Board approved an Agreement for Services with US Imaging for digitization of the subject historical records via Resolution No. 21-254 on Aug. 10, 2021 and the contract was executed on September 1, 2021.
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Background and Discussion:
US Imaging has been retained to scan and digitize the Clerk & Recorder's historical records. The scope of this project includes approximately 2,125 books and 3,400 rolls of microfilm. The books are stored onsite at the Clerk's Office in the Administration Building and will be scanned for digitizing onsite.
With respect to records recorded on microfilm, Colorado Revised Statute section 30-10-407(2) requires that at least two microfilm records "shall be made of each recorded document, which shall be kept in separate buildings as far as reasonably may be done in order that they may not be subject to the same hazards. ... One set of microfilm shall always be kept by the county clerk and recorder so that it is available to the public for persons desiring to inspect or examine the record ... [and] said records shall not be removed from the county clerk and recorder's office at any time for any purpose." The extra copy "shall be kept in a security vault approved by the board of county commissioners and the county clerk and recorder."
The extra copy of the Arapahoe County microfilm rolls are currently stored at the Colorado State Archives. Because the microfilm that are maintained at the Clerk's Offi...
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