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CIT. OF SAN BERQRDINO If REQUEST COR COUNCIL ACTION
From: Dean Gray, Director of TelecOllU\1Unications Subject:
Dept: Administration/Telecommunications
Adoption of policy relative to
archiving videocassette tapes
of City Council meetings.
Date: May 25, 1990
Synopsis of Previous Council action:
None
Recommended motion:
That all 3/4" master video cassette recordings of the City Council meetings
produced by the Telecolllllunications Division be archived (stored) for a period
of seven years, after which time they may be recycled: and that the
responsibility for archiving said recordings remain with the Telecolllllunications
Division. OR
,/ V That all 3/4" master video cassette recoel1ings of the City Council meetings
produced by the Telecommunications Division be duplicated to VHS standard
play after one year. After duplication, 3/4" master recordings may be recycled:
VHS duplications will be recycled after an additional six years. The
responsibility for duplication and archiving of (/~) ~
all video recordings shall remain with the .,< ~1' . /'
Telecommunications Division. 19n ure
Contact person:
Phone:
Supporting data attached:
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: IAcct. No.)
(Acct. DescriPtion)
Finance:
Council Notes:
AOlmda Item No. S.3
l:IT~ OF SAN BERIQRDINO - REQUEST c:bR COUNCIL ACTION
STAFF REPORT
The Telecommunications Division of the City of San Bernardino
has been videotaping City Council meetings since July 1989, and
to date all edited masters have been archived (stored) on the
original 3/4" video cassette tape stock.
Currently, the Council Office retains audio cassette recordings
for a period of seven years. In order to be consistent with
this practice, we are proposing a similar archive period for
video cassette recordings. Options are as follow:
#l Keep 3/4" program masters for an additional 6 years.
Advantages: best quality video available
no chance of operator error in the case
of required duplications
#2 Dub masters to VHS format (standard play) after one year,
recycle masters, and store duplications for an additional
six years.
Advantages: less storage space required
Disadvantages: reduced video quality
i3 Dub master to VHS format (extended play) after one year,
recycle masters, and store duplications for an additional
six years.
Advantages: lower cost for tape stock
less storage space required
Disadvantages: reduced video quality
Any of the above options may be implemented within current
budget and space allocation plans. It is therefore our
recommendation that option U be implemented as policy guideline
to assure best quality video in the case of future need.
City Administrator's Note:
The cost differential between Form Motion No. 1 and Form Motion
No. 2 is more than $2,000 per year. Form Motion No. 1 also
presents a greater storage problem than does Form Motion No.2.
The photographic resolution will be of lesser quality on the
VH~ taP7s; however, the quality would be adequate for any
eV1dent1ary use, and there would be no difference with respect
to the sound. It is therefore recommended that Form Motion No. 2
be adopted.
75-0264