ADOPTED - SEPTEMBER 26, 2006

Agenda Item No. 21

Introduced by the County Services and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION AUTHORIZING A CONTRACT WITH EXTRACT SYSTEMS, LLC AND AUTHORIZING TWO PART-TIME TEMPORARY POSITIONS FOR THE REDACTION OF SOCIAL SECURITY NUMBERS MADE AVAILABLE TO THE PUBLIC BY THE REGISTER OF DEEDS OFFICE

RESOLUTION #06-238

WHEREAS, the Register of Deeds Office met the expectations of the citizens of Ingham County by providing convenient on-line access to public documents and records; and

WHEREAS, it was subsequently discovered that some documents made available to the public on-line by the Register of Deeds Office contained individual Social Security Numbers; and

WHEREAS, the availability of those Social Security Numbers presented a number of potential problems to Ingham County residents, including the threat of identity theft; and

WHEREAS, when this problem was discovered, the images were immediately removed by the Register of Deeds until such time that the Social Security Numbers could be redacted.

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners authorizes a contract with Extract Systems, LLC in an amount not to exceed $65,087 for the purpose of redacting Social Security Numbers from all documents available to the public dating back to 1956.

BE IT FURTHER RESOLVED, that two part-time temporary positions are authorized for six months at a cost not to exceed $13,114 for the purpose of verifying the appropriate numbers are redacted.

BE IT FURTHER RESOLVED, the Register of Deeds will prominently display disclaimers to customers both on-line and in the vault, making it clear that the document being obtained is not in its original form.

BE IT FURTHER RESOLVED, the original and unaltered documents will remain available upon request in the Register of Deeds Office.

BE IT FURTHER RESOLVED, that the Controller is authorized to expend funds from the County Register of Deeds automation fund and to make the necessary budget adjustments.

BE IT FURTHER RESOLVED, that the Board Chairperson and County Clerk are authorized to sign any necessary documents after approval as to form by the County Attorney.

COUNTY SERVICES:  Yeas:  Schor, De Leon, Holman, Copedge, Severino, Vickers

Nays:  None                        Absent:  None          Approved 9/19/06

FINANCE:  Yeas:  Thomas, Hertel, Grebner, Dedden, Dougan

Nays:  None                             Absent:  Weatherwax-Grant               Approved 9/20/06