Approve agreement between US Imaging and Yolo County Clerk-Recorder's Office to scan, inspect, index, and run optical character recognition technology on recorded documents in accordance with the restrictive covenant program mandated by California Assembly Bill 1466 in the amount of $797,910 from January 1,2023 to June 30, 2024 and request for delegated authority so that Yolo County Clerk-Recorder can approve future amendments to the contract if needed. (No general fund impact) (Salinas/Campos) 

The State of California, under Assembly Bill 1466 has mandated "the county recorder of each county to establish a restrictive covenant program to assist in the redaction of unlawfully restrictive covenants."  This restrictive language includes any discrimination in housing or located within recorded documents that is based on race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, familial status, source of income, disability, veteran or military status, or genetic information. A comprehensive review of all recorded documents in Yolo County is needed to remove all potential language that may be deemed restrictive and then redact it from that document. US Imaging has proposed a 3 stage action plan that will aid in the accomplishment of this process.

Stage 1: Digitize all hard copy records by doing on-site scanning of documents.

Stage 2: Crop, inspect, group, index and verify scanned documents in preparation for running optical character recognition on the documents.

Stage 3: Enhance and format scanned documents. Once final review has been completed of the documents, optical character recognition software will be run. This software identifies all potential restrictive language which is then reported back to the Clerk-Recorder's Office for review and then to County Counsel for a legal review and redaction if needed.

The digitization of recorded documents will allow optical character recognition software to be run on these documents which in turn will allow restrictive language to be identified for further review in a fast and concise manner. The alternative to this method would be manual review of documents to identify restrictive language, which would be less precise and more costly given the extensive human element it would entail.

Clerk-Recorder staff collaborated with the Department of Financial Services Procurement Division and utilized The Interlocal Purchasing System (TIPS) vendor agreement to develop a contract that meets the full needs of the scope of work. The Department of Financial Services also aided in the creation of the agreement with US Imaging.  US Imaging will be using the Yolo County Library Archives facilities to set up their equipment and run scanning of the physical recorded documents. County Counsel reviewed the agreement before sending to the vendor and has signed the final agreement. Tyler Technology will be uploading the final files provided by US Imaging. The Clerk-Recorder's office will work with the County Information Technology as needed with implementation. 

Utilizing The Interlocal Purchasing System (TIPS) vendor agreement. The TIPS vendor agreement provides a 5% discount on all services provided.