Digitization of Historical Land Records

The Assessor-County Clerk-Recorder-Elections (ACRE) is a Department within the County of San Mateo. ACRE’s Mission Statement is to ensure equitable service and treatment of County property owners by accurate and fair valuation of land, improvements and businesses; register County citizens to vote and efficiently conduct transparent elections; to preserve and protect our historical and cultural records and create an accurate public record of recorded transactions relating to people and property within San Mateo County.

As the custodian of land records dating back to 1856, the department plays a critical role in maintaining the integrity of property ownership, supporting real property transactions, protecting the historical record, and ensuring the transparency and continuity of land-related information for current and future generations.

ACRE seeks proposals from qualified firms to provide onsite digitization of historical land records dating from 1856–1979, including handwritten books, typed mechanical books, simplex books, and 750 microfilm rolls (1976-1979). These materials represent irreplaceable public records that exist in fragile physical and analog formats.

The Historical Land Records Digitization Project aims to ensure long-term preservation of historical documents, enhance operational efficiency, and provide rapid retrieval for staff and the public. Digitization will also establish a unified digital repository that supports accurate research, regulatory compliance such as AB1466, and continuity of operations, while laying the foundation for future automation, improved search capabilities, and expanded public access.

ACRE is soliciting proposals from qualified vendors to:

• Digitize historical land records on-site in a secure County facility
• Capture high-quality digital images following best practices
• Perform multi-level image quality review
• Perform document grouping and indexing
• Provide deliverables suitable for import into the County Land Records system
• Ensure secure data handling and delivery of digital files