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MICROGRAPHIC SERVICES UNIT DECEMBER 41 1984 <br />RECORDS MANAGEMENT DIVISION JOB #130 <br />DEPARTMENT OF ADMINISTRATION <br />City of Mounds View <br />Public Agenda Books <br />Microfilm Proposal <br />PROPOSAL <br />This proposal is to microfilm the City of Mounds View's Public <br />Agenda books. The City of Mounds View estimates that 1,000 docu- <br />ments (which are printed on only one side) exist for this record <br />series. <br />One roll of microfilm will be produced as the security copy, with <br />one duplicate made to act as the working copy. The film will be <br />blip -encoded allowing for automated retrieval methods to be used. <br />OUTPUT <br />Documents will be microfilmed on a planetary camera at a reduction <br />of 29x. Approximately 2,500 documents per roll will be filmed. <br />The resulting rolls of film will hay:: series of blips recorded <br />under the images which allow the use of a computer -assisted re- <br />trieval (CAR) system or a less costly roll film viewer, if desired. <br />The City of Mounds View must let Micrographics know how the files <br />will be retrieved and how the index will be set up so the appropri- <br />ate size blip is used on each document. <br />DOCUMENT PREPARATION <br />The agency is responsible for all document preparation. When the <br />documents are delivered to Micrographics, they should be "camera <br />ready." This means that the documents should be in the order that <br />they are to be filmed, that all unnecessary rubber bands, paper <br />clips, bindery and staples are removed, and that all documents are <br />in a flat and unfolded condition as much as possible. <br />EQUIPMENT REQUIREMENTS <br />T-he agency needs a roll film v'ewer, preferably one that reads both <br />small blips and a combination of small. and medium blips. Micro- <br />graphics will assist the agency in selection of this equipment if <br />requested. <br />DOCUMENT DISPOSAL <br />The agency is responsible for destruction of the original documents <br />in accordance with state law. Authority for disposal must be on <br />either an approved Minnesota Records Retention Schedule (RM-00058) <br />or an Application for Authority to Dispose of Records (PR-1). <br />