§ 74-606. Procedures for purchase of a fax machine

(a) All fax machine requests shall be sent to the budget office during the budget cycle.

(b) When the budget office receives the fax requests, they are documented and forwarded to communications and central services for analysis.

(c) Communications and central services will review the request based upon the following criteria:

(1) Determine the need for a fax machine (minimum 30-day survey of what would have been faxed) to include:

a. The types of documents that will be sent and received;

b. The volume of documents sent and received;

c. The time of day the records would have been transmitted;

d. Identify all feature requirements necessary to provide maximum cost effectiveness;

(2) Telephone and long distance costs for faxing;

(3) Identify if the fax will generate revenue;

(4) The location within county buildings and the number of departments that will use the fax machine;

(5) Fax machine acquisition and operational cost.

(d) Based on the criteria of subsection (c) of this section, communications and central services will provide a specific recommendation to the budget office. In turn, the budget office will identify a funding source and brief the commissioners court for a final decision.

(e) If the fax request is approved, the requesting department shall submit a requisition to purchasing for a fax machine and to communications and central services for the telephone line.

(f) Purchasing will acquire fax machines based on current fax contract as approved by the commissioners court.

(Admin. Policy Manual, § E(16.11—16.16))