Commissioners Court - Regular Session

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Meeting Date:	05/12/2009
Submitted For:	Donna Baker	Submitted By:	Lisa Moore, County Auditor
Department:	County Auditor

Agenda Item

Discuss and consider approving a line item transfer for the Records Management Fund:

Background

The County Auditor's Office budgeted $2,315.00 in FY2009 to replace the imaging scanner, which is ten years old. We were informed in 2009 that the imaging software we currently use is being de-supported. Vista, the company that maintains our imaging software, will convert our current images to their new software, and the new software will require a different scanner than originally budgeted. The new software conversion is being offered to Williamson County at a substantial discount (one-half the original cost) if we agree to have the conversion done before the end of September 2009. Vista's offices are located on the square in Georgetown and any problems with the new software should be resolved quickly. The scanner will cost $5,015.99. Therefore, we need $2,700.99 transferred in order to cover the cost of the new scanner. The LIT will come from Records Management as scanning and imaging are Records Management priorities. The County Auditor's Office will expense the balance of the cost of the new scanner, $2,315.00, from the County Auditor's Computer Equipment <$5,000 line item as originally budgeted. The imaging system is used to maintain electronic records of all County accounts payables and journal entries. Maintaining these records electronically allows the Auditor's Office to send any information requests by e-mail. This expenditure meets the criteria to be purchased from the Records Management Fund.

Fiscal Impact

From/To	Acct No.	Description	Amount
From	0390.0390.004100	Professional Services	$2,700.99
To	0390.0390.003010	Computer Equipment <$5,000	$2,700.99

Attachments
County Auditor Scanner Quote

Form Review

Inbox	Reviewed By	Date
County Judge Exec Asst.	Wendy Coco	05/07/2009 10:21 AM
Form Started By: lmoore		Started On: 05/06/2009 09:31 AM
Final Approval Date: 05/07/2009