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MICROGRAPHIC SERVICES UNIT RECORDS MANAGEMENT DIVISION DEPARTMENT OF ADMINISTRATION City of Mounds View Administration Minutes Microfilm Proposal PROPOSAL NOVEMBER 30, 1984 JOB #130 This proposal is to microfilm the City of Mounds View, Administra- tive Division's minutes for the Council, special boards, committees, and commissioners. The minutes are permanent records and are main- tained in 3-ring binders, for a total of 5 boxes or about 12,500 two-sided documents, or 25,000 images. The documents are in comparatively good condition. However, some documents may be of poor quality. OUTPUT Documents will be microfilmed on a planetary camera at a reduction of 29x. Approximately 2,500 images per roll of film will be filmed. The resulting rolls of film will have series of blips recorded under the images which allow the use of a computer -assisted retrieval (CAR) system or a less costly roll film viewer, if desired. The City of Mounds View must let Micrographics know how the files will be re- trieved and how the index will be set up so that the proper size blip is placed next to the appropriate doc,iment. DOCUMENT PREPARATION The agency is responsible for all document preparation. When the documents are delivered to Micrographics, they should be "camera ready." This means that the documents must be in the order that they are to be filmed, that all unnecessary rubber bands, paper clips and staples are removed, that all documents are in a flat and unfolded condition as much as possible, and all documents are removed from 3-ring binders and placed in front of binders. All pickups and deliveries will be provided by 'User unless other arrangements are made. EQUIPMENT REQUIREMENTS The agency needs a roll film viewer, preferably one that reads both small blips and a combination of small and medium blips. Micro- graphics will assist the agency in selection of this equipment if requested. Computer -assisted retrieval could be cost effective if all eleven record series that would be filmied on roll microfilm are completed. Equipment selection will partially determine how each job is to be filmed or blipped. DOCUMENT DISPOSAL The agency is responsible for destruction of the original documents in accordance with state law. Authority for disposal must be on either an approved Minnesota Records Retention Schedule (RM-00058) or an Application for Authority to Dispose of Records (PR-1).