Kate Sweeney Bell Recorder Marion County Recorder’s Office Fidlar Technologies Contract Renewal Recording Software & Remote Access Kate Sweeney Bell Recorder March 28, 2017

Contract Overview Three year contract extension Recording Software Replication Services Remote Access Services Microfilm Services Not-to-Exceed $420,900.00 The Recorder’s Office migrated to ISA services in 2015. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Fidlar Technologies Partnership with Recorder’s Office and Fidlar began in 2012. Fidlar Technologies serves 235 counties in 14 states, primarily in the Midwest including 40 counties in Indiana. Fidlar conducts yearly user-group meetings with its Indiana partners, an annual education seminar and regular training to staff of new features. Fidlar separately contracted to complete record digitization and microfilm replacement projects. $1.8M contract digitized records from 1821-1964 and replaced damaged microfilm. Fidlar Indiana County Partners Fidlar Technologies has been involved with the document recording and management industry since its founding in 1854. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Avid has increased workflow efficiency and indexing accuracy. LifeCycle Services allow for software upgrades and enhancements at no additional cost. Swift: electronic return of recorded documents saved nearly $4,000 in 2016. Inspect: upgrade expected this summer which will enhance indexing productivity and accuracy. Avid also features a Point-of-Sale system and reporting tools. Data is redacted for personal information, such as Social Security Numbers and stored on ISA servers. Cost: $255,000 for the term of the contract. Avid is the software used to scan and index submitted documents for recording. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Replication Services Data for all remote access services is stored on a separate “replicated” server to maintain security and provide greater functionality. The replicated server also acts as an additional back-up of the data. Cost: $120,000 for the term of the contract. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Monarch is a bulk data service. The Recorder’s Office receives the copy fees for this service. DirectSearch is a free search service that provides limited indexed information but does not provide an image of the document itself. In addition to copy fees, the Recorder’s Office receives a portion of the user fees for these services: Laredo is a monthly subscription search service that provides full access to the document images. Tapestry is a pay-per-search service maintained by Fidlar and provides full access to the document images. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Microfilm Fidlar produces a microfilm copy of all recorded documents. Per Indiana Code, the Recorder’s Office is required to maintain an archived microfilm copy of all records. Each roll contains up to 7,000 images on 16mm polyester film and has a storage life of 500 years. Cost: $45,900 for the term of the contract. (estimated based on volume) March 28, 2017 Recording Software & Remote Access

Expenses & Revenue Overview Amount Avid ($67,680) Microfilm ($13,468) Laredo ($103,205) Misc. ($501) Total Expense ($184,854) 2016 Revenue Amount Tapestry $218,231 Laredo $235,742 Monarch $94,483 Total Revenue $548,456 Beginning in 2015, the Recorder’s Office began monthly reconciliation with Fidlar of the expenses and credits. Per Indiana Code, revenue is deposited in the Recorder’s Perpetuation Fund. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Contracted Expenses Existing Contract Expenses (5 years) Renewal Contract Expenses (3 years) Avid ($360,000) ($255,000) Replication* ($200,000) Replication ($120,000) Microfilm ($.018/image) ($67,500) ($45,900) Implementation Services ($68,000) N/A Hardware & Third Party Software ($18,330) Annual Hardware Maintenance ($5,330) Total** ($719,160) Not to Exceed Total ($420,900) *Existing contract included a one-time upfront payment of $200,000 to lower overall monthly costs. **Existing contract did not include a Not-To-Exceed amount. March 28, 2017 Recording Software & Remote Access

Projected Expenses & Revenue Expenses (3 years) Amount Avid ($255,000) Replication ($120,000) Microfilm ($45,900) Contract Total ($420,900) Laredo ($321,156 Est. Total Expenses ($742,056) Revenue (3 years) Amount Tapestry $628,314 Laredo $986,913 Monarch $283,449 Total Revenue $1,898,676 Revenue generated from remote access services provides enough funds to cover expected contract expenses. The revenue allows the Recorder’s Office to rely solely on the fees it collects, rather than the General Fund. This includes funding operations, maintaining older records and investing in new technology. March 28, 2017 Recording Software & Remote Access

Recording Software & Remote Access Contract Summary The recording software has provided greater efficiency. Remote access services offer several options to search records. Contract provides revenue that helps financially sustain the Recorder’s Office operations. Nearly 3,000 original land record books and 1,200 rolls of microfilm were scanned as part of recent digitization project resulting in an additional 2.5M documents that are now available to search electronically. This is equivalent to over 4M images and 485GB of data. March 28, 2017 Recording Software & Remote Access