Agenda Packets - 1984/06/25 - Laserfiche WebLink

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MAYOR AND CITY COUNCIL JUNE 18, 1984 PAGE TWO , original form or a media maintaining the original appearance, i.e., microfilm. Therefore, Staff prepared an inventory of the present form in which those records desired to be microfilmed are retained, quantity, and frequency of access and requested a proposal from' the Minnesota Department of Administration, Division of Records Management for the conversion of these records to microfilm. The proposal received from the State, copy attached, outlines the information provided by the City as well as the recommended method of retrieval in microform type and the cost per image and total estimated cost for the conversion. You will note that the proposal also provides for a three year period for implementing the initial conversion. This was done upon my request to avoid the expenditure of funds of greater than $15,000 in the first year and $6,000 per year in the remaining two years. The proposal provides for three different methods of retrieval which ara dintated by the recommended microform type. These are: 16mm role film retrieved on a Computer Assisted Retrieval/printer system. The 16mm role film is being recommended for those records not in a map format in order to allow for updating of the records i and quick retrieval. Each image on the film is equivalent to one page (both sides of the page) of a record and it is encoded for easy indexing and retrieval. A Computer Assisted Reader (CAR) method of retrieval is recommended as the system is designed for use with 16mm role film and can be interconnected with a computer containing an index of all records. Attached is a brochure describing Minolta's CAR System. The jacket form of microfilm is used for engineering plans and maps where an individual image is retained on a card containing subject information on the paper area. This information is retrieved using a standard reader/printer or portable reader. The portable reader is a hand-held instrument powered by batteries or plugged into a cigarette lighter. Consideration is being recommended for the use of portable readers by the Public Works Department which would allow for the immediate, on -site access of the City's as -built plans. 3. The fiche form is used for easy access of a limited number of records not requiring complicated indexing. in the case of Mounds View this microform type is recommended for the filming of the city's hydrant location books which would also be used by the City's Public Works Department.