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CITY OF SAN BERNARDlNO - REQUEST FOR COUNCIL ACTION
From: Shauna Clark
REC'D.-AlIIN. OPF.
1987 May -4 PM 4: 24
Subject: Records Management Program (Records Retention Program or RIM)
Dept: City Clerk
Date: May 1, 1987
Synopsis of Previous Council action:
Legislative Review Committee has been looking at proposed records
management program. (All materials which have been given to the
Legislative Review Committee are attached following this staff
report) .
Recommended motion:
Authorize the implementation of a Records Management Program as
outlined and authorize the City Clerk to go forward with the
understanding that all equipment purchases and other expenditures
will be brought back before the Mayor and Council for approval.
~2///?~.-aM
/ Signature
Contact panon:
Shauna Clark
Phone:
383-5109
Supporting deta attached: Staff report, Records Mgt. StuCWard:
l;OSt: J:;st:~mat:es
FUNDING REQUIREMENTS:
Amount: $60.000 "Quipment. Additional labor.
Source: (ACCT. NO.) To be determined ;It
(ACCT. DESCRIPTION)
Finance: hit':.
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Council Notes:
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CI{:} OF SAN BERNARD.~O - REQUE~r FOR COUNCIL AC\:'DN
STAFF REPORT
The City Hall Office Space Study concluded that 6,000 square
feet of City Hall space is dedicated to records storage. The
study also estimated that one-third of this space is being
taken up by obsolete records and another one-third is being
used by duplicate records.
Destruction of the records is the best solution for freeing
up the space. Unfortunately, our records management study
showed that no department in the Ci ty has a schedule or a
plan for destroying records, and that departments don't
realize that many records they store that are also stored in
other departments. '
A Records Management Program would create space within City
Hall, help departments make decisions about records, reduce
records to a more sui table form such as microfi 1m, index
records for faster retrieval and reduce labor costs.
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Records Management
Page 2
May 1, 1987
Implementation Plan
The Records Management Program would be implemented through
the following steps:
1. Survey the records of each department within City Hall.
2. Work with each department in developing a record reten-
tion schedule.
3. Reconcile the department's records retention schedules
to identify duplicate and obsolete records.
4. Classify all records as:
(a) active (referenced once per month or more)
(b) inactive (referenced less than once per
month but required to be on file for more
one year)
(c) archival (historical records that must be
kept indefinitely).
5. Develop an overall records retention and des-
truction plan which will be adopted by the Mayor
and Common Council as official City policy.
6. Once official City policy is adopted, each depart-
ment with help from records manager, will sort
out and destroy obsolete and duplicate records.
Inactive records will be transferred to the
records center.
7. Begin records staging. Inactive records are trans-
ferred to records center where they will be sorted
catalogued, indexed and in most cases, copied on
microfilm. (If microfilm is approved).
8. Purchase necessary equipment for records manage-
ment, which may include microfilm cameras, a small
computer for indexing records, a microfilm reader/
printer, and a high density filing system.
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Records Management
Page 3
May 1, 1987
The Costs of a Records Management Program
Purchase of equipment: Approximately $60,000
Labor: Records Manager $24,000 year
(approx.)
Additional Clerical help if needed:
$19,000 per year
Supplies/Maintenance:
$8,000 per year
Savings generated by Records Management
Space:
Based on present City Hall space
rental.
Rate: $60,000 per year
Labor:
Unknown at this time because we
haven't determined how much labor
in City Hall is dedicated to filing
and retrieval of obsolete and
duplicate files. Using industry
standards the amount is estimated
to be $810,000 per year.
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RECORDS MANAGEMENT STUDY
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Prepared by Shauna Clark, City Clerk
July 9, 1986
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VI.
VII.
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TABLE OF CONTENTS
DEFINITIONS . .
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RECORDS MANAGEMENT PROGRAM RECOMMENDATION
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PHOTOGRAPHS OF RECORDS STORAGE AREAS IN
BASEMENT OF CITY HALL AND CITY YARDS
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BENEFITS OF RECORDS MANAGEMENT PROGRAM~
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DRAFT ORDINANCE ESTABLISHING PROCEDURES
GOVERNING THE MANAGEMENT OF CITY RECORDS .
COpy OF RECORDS QUESTIONNAIRE AND A
SUMMARY OF THREE RESPONSES . . . .
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A.
DUPLICATE FILES
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B. VITAL RECORDS
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C.
MICROFILM:
BENEFIT OR DETRIMENT .
MICROFILM COSTS . . . . . . . . .
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DEFINITIONS
Archives :.: Those records that are worthy of permanent pre:':
servation because of the importance of their information for
continuing administrative, legal or fiscal purposes or for
historical or other research. (Minutes, Resolutions, Ordi:':
nances, for example)
Inacti ve Records - Records referred to less than once per
month. They are still needed occasionally for government
business, but they do not need to be retained in their
offices of origin.
Records Center - A central location within City Hall where
inactive records are maintained.
Records Center Manager The person responsible for the
records dispos i tion schedule anc:t: for the Records Center.
Records Disposition Schedule - A listing of records series
indicating for each series the length of time it is to be
maintained in office areas and in the Records Center. The
schedule constitutes authority for the destruction of
records listed thereon, after required retention periods
have lapsed.
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RECORDS MANAGEMENT PROGRAM RECOMMENDATION
The Ci ty Hall Space Study concluded 'that "a lot of
valuable office space is used for records and supplies stor~
age. Departmental active records are presently stored with
inactive, records, and are often scattered about in various
department locations". As a result of this finding, it was
recommended that a microfilm study be undertaken.
At the request of the City Administrator Ray Schweit-
zer, the City Clerk's Office assumed the responsibility for
the microfilm study. In the process of looking at micro-
film, we found that there are two important elements to
making a micrographics program successful:
1. A good records management program
2. A good indexing system for the documents
placed on film.
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Before any conclusions are reached with regard to
micrographics, the records management needs of this City
should be considered. The pressures of everyday responsi-
bilities have left little time for most departments to
address records problems. Limitations on space, staff and
other resources have discouraged action. As few officials
have assumed direct responsibility for the care and organi-
zation of records, records have become everyone's problem,
but no one's clear responsibility.
If you look at the photographs of 'the records storage
areas in the City Yards and Basement of City Hall, you will
see how our archives are "managed".
Our survey found that:
No department in City Hall has a compre-
hensive records disposition schedule
Most departments do not separate active
and inactive records
Many departments have duplicate records
No provisions have been made for protecting
vital records or reconstructing records in
the event of a disaster (See Findings).
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The City Hall Space Study determined that 6~000 square
feet of space within the building is occupied by filing
equipment (both in general office and storage rooms)., If
construction of replacement space for a public building were
estimated at $100 per square foot, the value of this space
would be $600,000. The Space Study also reported that an
estimated 2,000 square feet could be saved in records des:':
truction alone ($200,000 worth of space).
Another way to calculate the value of the space used by
file storage is at City Hall's full service rental rate of
$1-.25 per square foot. The rental value of the space now
occupied by filing equipment is $90,000 per year. If a 33%
reduction of this space can be obtained through destruction
of duplicate records, the value of the space saved would be
$29,700 per year.
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Before departments begin to clean out and destroy
records, guidelines must be established and someone must be
designated to oversee the records program. I am recommend-
ing that the following action be taken by the Mayor and
Council:
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1. Approve the Records Center concept - a
Records Center would be located within
City Hall where inactive records are
managed
2. Adopt an ordinance establishing a Records
Management Program for the City of San
Bernardino - a sample ordinance has been
prepared for your perusal
3. Designate a Records Management Official
who will:
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a. Oversee the preparation of a Records
Disposition Schedule for all City
records
b. Manage the Records Center
c. Take the necessary actions to preserve
historical records
d. Advise departments and oversee the
destruction of City records
e. Fulfill the micrographics needs of the
departments.
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BENEFITS OF A RECORDS MANAGEMENT PROGRAM
Save Tax Dollars ~ By preventing the creation of unnecessary
records; by d iscourag i ng unnecessary copy i ng; by transfer":
ring inactive records from office space to a records center;
by destroying obsolete records; and by permitting the re~
cycling of filing cabinets and other records storage equip~
ment and reducing purchases of new equipment.
Cut Future Costs - By ensuring that expensive new equipment
such as microfilm cameras are purchased only after careful
analysis and planning determine that they will contribute to
the government's information management needs in a cost
effective way.
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Save Space By removing inactive records from crowded
offices where space is at a premium; by systematically dis-
posing of obsolete records; and by microfilming selected
records and disposing of the originals. The space study
determined that 6,000 square feet of City Hall office space
was used for storage of documents.
Save Time - By ensuring that records are well organized and
maintained so that employees spend a minimal amount of time
and effort in locating needed material.
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Help Managers - By making it easy for departments to locate
and use information to monitor programs, ensure admini-
strative continuity, and make decisions.
Protect the City - By ensuring that contracts, agreements
and other records of the Ci ty' s legal rights and responsi-
bilities are well organized, well protected and easily
located when needed.
Support Historical and Other Research - By ensuring that
records of enduring value are, identified and preserved and
by providing a public access point for research of public
records.
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ORDINANCE NO.
ORDINANCE
CHAPTER
MUNICIPAL
MANAGEMENT
OF THE CITY OF,
, ARTICLE
CODE AND ESTABLISHING
OF CITY RECORDS.
SAN BERNARDINO AMENDING
OF THE SAN BERNARDINO
PROCEDURES GOVERNING THE
THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO DO ORDAIN AS FOLLOWS:
Section 1.
Chapter
,
Article
of the San
Bernardino Municipal Code is amended to read as follows:
"PROCEDURES GOVERNING THE MANAGEMENT OF CITY RECORDS
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Section Purpose and Intent
It is the purpose and intent of this Section to estab-
lish procedures for the ongoing management of City records.
Section Policy
The policy of the City of San Bernardino is to provide
for efficient, economical and effective controls over
creation, distribution, organization, maintenance, use and
disposition of all City records, to provide to the public
and to City departments correct information in the right
order, at the proper place and time, at the lowest possible
cost.
The (Records
administration of
assisting all City
Official) shall be
a uniform Records
departments.
responsible
Management
for the
Program
Section Definitions
(a) 'Appraisal' - The process of determining the value
and thus the disposition of records based upon their (1)
administrative, legal, fiscal and historical uses; (2)
relative activity; (3) relationship to other records; and
(4) evidential and informational value.
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(b) 'Disposition' Actions taken with regard to
records and nonrecords following their appraisal. These
actions include the transfer of inactive records to the
Records Center or the destruction of records or nonrecords
no longer required in the course of the City's business.
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(c) 'Duplicate Record' :: Copies or reproductions of
original records; whether or not the same physical form as
the original, which are retained for personal reference or
for operational requirements.
(d)
record.
'Maintain"
Provide custody and care for a
(e) 'Nonrecord':: Material which is not retained in
the regular course of business or is a temporary aid, not
created for the purpose of preserving its own documentary or
informational content for future reference. This includes
but is not limited to:
(1) Transmittal letters and acknowledgments
which do not add any information to the material
transmitted.
(2) Requests for printed material after the
requests have been filled.
(3)
of letters,
basic steps
I nformal notes, worksheets and rough drafts
memoranda or reports that do not represent
in the preparation of documents.
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(4)
notebooks
have been
Shorthand
and stenotype
transcribed.
notes, including stenographic
tapes and dictating media which
(5) Miscellaneous notices of community affairs,
employees meetings or holidays.
(6) Stocks of publications or unused blank forms
that are kept for supply purposes only.
(7) Tickler, follow-up or suspense copies of
correspondence.
(8) Extra copies of documents already in an
official file.
(9) publications or reference materials received
or acquired from outside sources such as professional
organizations, conferences, seminars or workshops.
(f) 'Official
information relating to
prepared, owned, used
regardless of physical
Record' Any record containing
the conduct of the public's business
or retained by any City department
form or characteristics.
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(g) 'Original Record' The
documentation, that of which anything
reproduction; or, a duplicate record
documentation.
first
else
with
or
is a
any
initial
copy or
original
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(h) 'Record' All books, papers, maps,' exhibits,
cartridges, magnetic or paper tapes, photographic films and
prints, punched cards, and other documentary material
regardless of phys ical form or cha racter i s tics, produced,
recei ved, owned or used by a ci ty Department and preserved
because of the informational value of data in them or as
evidence of the organization, functions, policies,
decisions, procedures, operations or other activities of the
City.
(i) . 'Record Copy' A reproduction of an original
record which is retained in lieu of the original record as
the official record of the City.
(j) 'Records Disposition Schedule' A listing of
records series by department, indicating for each series the
length of time the record is to be maintained in office
areas and in the Records Center. The Schedule constitutes
authority for the destruction of records listed thereon,
after required retention periodS have lapsed.
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(k) 'Record Series' - File units or documents arranged
in accordance with a filing system or maintained as a unit
because they relate to a particular subject or function,
result from the same activity, have a particular form, or
because of some other relationship arising out of their
creation, receipt or use. R'ecord series may consist of
records of a single type or format and can be described,
handled and disposed of or retained as a unit.
(1) 'Wr i ti ng' Handwr i ti ng, typewri ti ng, printi ng,
photostating, photographing and every other means of
recording upon any form of communication or representation,
including letters, words, pictures, sounds or symbols, or
combination thereof, and all papers, maps, magnetic or
punched cards, discs, drums and other documents, retained in
the ordinary course of business. Writings are record or
non record material.
Section Records Disposition Schedule
The Records Disposition Schedule will serve as the
basis for the City's Records Management Program. The head
of each department shall prepare a Records Disposition
Schedule for his/her department and any subsequent proposed
amendments thereto. With the assistance of the (Records
Official), this preparation shall include:
A. A physical inventory and appraisal of
to determine their administrative, fiscal,
historical value.
all records
legal and
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B. Identification of an official record series title
for all department records and specific and accurate
descriptions of records listed thereunder in accordance with
guidelines developed by the Records Management Officer.
Terms used as record ser i es ti tIes or as descr ipt ion of
files on the Records Disposition Schedule or any revision
thereto, shall be descriptive. They shall not include the
use of the words "miscellaneous" or "various",' or words of
similar connotation; nor shall any such schedule or request
bearing such nomenclature be submitted to the Records
Management Officer and the City ,Attorney for their
consideration and approval.
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they are
Schedule.
A periodic review or audit of records to make sure
properly covered by the Records Disposition
Following the review or audit, the (Records Official)
will be notified of any proposed amendments to the Records
Disposition Schedule that are needed. Such amendments may
include the addition of new record series titles to the
Records Disposition Schedule, or requests to have superseded
record series titles removed from the Records Disposition
Schedule. I
Final approval of the Records Disposition Schedule
shall requi re the wr i tten con'sent of the department head,
the City Attorney, and the (Records Official). The
Records Disposition Schedule must then be approved by the
City Council by resolution. Amendments and revisions
thereto shall require' the written consent of the department
head, the City Attorney and the Records Management Officer.
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Section Responsibilities
A. The (Records Official) shall:
1. Be responsible for the maintenance
Records with the following exceptions:
of all Off icial
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(a) Records identified pursuant to this ordinance
in the Records Disposition Schedule, which are en-
trusted to the custody of other City officers or de-
partments.
(b) Newly created or unidentified record series,
which shall be the responsibility of the originating
department, until properly identified within the
Records Disposition Schedule. I
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2. Be responsible for the administration of a uniform
Records Management Program assisting all City Departments,
and for the development, administration and coordination of
procedures thereunder.
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3. Administer
economical storage,
City records.
a Records Center
maintenance and
for the efficient and
servicing of inactive
4. Appoint a Records Management Supervisor, who shall
serve as the head of the Records Management program.
B. The Records Management Supervisor under the direction
of the (Records Official) shall:
1. Provide effective control over the identification,
appraisal, maintenance, protection, preservation, transfer,
retention and disposition of all City records. This shall
include:
(a) Providing assistance and
departments in the preparation of their
tion Schedules and amendments thereto.
guidelines to
Records D i sposi-
(b) Establishing proper procedures for
necessary revisions to the Records Disposition
with the approval of the City Attorney.
securing
Sched u Ie,
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(c)
guidance
specific
providing direct technical assistance
to departments that will aid in resolving
files .and related records problems.
and
2. Operate
efficient manner.
the Records Center in an orderly
This operation shall include:
and
(a) providing information, assistance and records
to using departments to ensure optimum utilization of
the Records Center.
(b) Notifying using departments periodically when
records held by the Records Center are elig ible for
destruction.
(c) Causing to be destroyed records held by the
Records Center only after receiving proper authorization
from the responsible department head.
C. Each department head shall:
1.
proper
Records
Cooperate with the (Records Officer) to
administration and implementation of the
Management Program.
assure
City's
2. Ensure the proper application of the Records Dis-
position Schedule to his/her department's records.
3. Ensure that records are transferred to the Records
Center for storage at the end of the office retention period
listed in the Records Disposition Schedule.
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4. Review the Records Disposition Schedule and recom:':
mend to the (Records Official) any amendments thereto which
are necessary due to changing requirements.
5. Comply with procedures mentioned in this ordinance
regarding the destruction of records and nonrecords.
6. Appoint a Records Coordinator
between the Records Management Officer
and to assist in the implementation
Management Program.
to serve as liaison
and the department
of the Records
Section Destruction of Records
No record shall be destroyed until it has been properly
inventoried, appraised and entered in the Records
Disposition Schedule. Furthermore, before a record is
eligible for destruction, the department head must first
make the following determinations:
1. The record is maintained by said department.
2. Required retention periods listed in the Records
Disposition Schedule have lapsed.
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3. The record is no longer required to fulfill any
administrative, fiscal, legal or historical interests of the
City or the public.
4. The record series title is descriptive and does not
include the use of the words "miscellaneous" or "various",
or words of similar connotation.
B. Procedures
Before records are destroyed, the department head
shall :
1. In compliance with the Records Disposition
Schedule, exercise a final review over all records
eligible for destruction for the purpose of determining any
further administrative, fiscal, legal or historical needs.
2. Ensure that if the Records Disposi t ion Schedu Ie
does not specify records for transfer to the Records Center,
the records shall be destroyed at the end of the listed
office retention period in compliance with the Records
Disposition Schedule.
3. Ensure that if the Records Disposition Schedule
does speci fy records for transfer to the Records Center,
and this has not occurred, the records shall be destroyed,
providing they have exceeded their total retention
requirement (office plus Records Center).
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4. Destroy duplicate records and non records when they
are no longer needed in the course of the City's business."
I HEREBY CERTIFY
adopted by the Mayor
Bernardino at a
the day of
vote, to wit:
that the foregoing ordinance was duly
and Common Council of the City of San
meeting thereof, held on
, 1986, by the following
AYES:
NAYS:
ABSENT:
City Clerk
The foregoing ordinance is hereby approved this
day of , 1986.
Mayor of the City of San Bernardino
Approved as to form:
City Attorney
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June 13, 1986
o
MICROFILM STUDY QUESTIONNAIRE
Instructions:
Please have your responses to the questions typed on a separate
piece of paper corresponding to the same numbering system on the
questionl).aire.
Please return the questionnaire and answer sheets t6 the City
Clerk's Office by 4:30 P.M., June 27, 1986.
GENERAL INFORMATION
1. Does your department/division have one central location where all
records are stored? (including maps and plans)
2. How many employees are assigned to maintaining the records?
3. A. Does your department have a Records Retention and Disposition
Schedule?, If so, please forward a copy.
B. If not, please explain how and when you dispose of obsolete
records.
4. Do you know how long (legally) your records have to be kept?
5. Do you separate active and inactive records within your files?
6. Where do you store inactive records, i.e. City yard, basement of
City Hal:1?
RECORDS MEDIUM
7. A. What kinds of media or documents is your information stored on?
(e.g. paper [specify sizes of paper, i.e. 8~ x 11, and other
sizes], microfilm, microfiche, cartridges, etc.)
B. For each medium, please tell what records are stored.
8. Which kinds of documents or information are retrieved most often
to answer questions of the public and/or other departments?
9. Which documents are only for use within your own department?
(e.g. personnel records)
10. A. Do you have any documents that are left open for public review?
, If so, what are they?
B. How often are they accessed?
C. How are they viewed? (e.g. microfiche reader)
DUPLICATE RECORDS
11. If your department/division maintains files that are also maintained
in another area or department, please list these documents. (For
example, certificates of occupancy are on file in Building and Safety
and the City Clerk's Office.)
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12. Please list any documents that are maintained in duplicate within your
own department. Reasons for such a practice.
VITAL RECORDS
13. In the event of a natural disaster, which departmental documents
would be most necessary for reconstruction of the City?
14. If you have any documents that require special security or confiden-
tiality, please list them and explain?
MICROGRAPHICS
15. Please give us any comments on how you feel microfilm or microfiche
would benefit or be a detriment to your operation.
16. If we have any questions concerning your responses to this study,
who should we contact and what is their phone
number
Survey completed by:
Name
'Department ,,,',
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RECORDS STUDY FINDINGS
DUPLICATE FILES
,
11.
If your department/division maintains files that
are also maintained in
list these documents.
pancy are on file in
Clerk's Office.)
another area
(For example,
Building and
or department, please
certificates of occu-
Safety and the City
Administrator's Office
Council Agendas
Redevelopment Agendas
Resolutions
Misc. Cash Receipts
Street Banner Applications
Employee Grievances
Sewer Capacity Rights Applications
Attorney's Office
Leases
Resolutions
Council Minutes
Redevelopment Minutes
Ordinances
Street Closures
Parade Permits
Filming Permits
Agreements
Ordinances
Building & Safety Department
Certificates of Occupancy
Engineering Grading Release Letters
Cemetery
None
City Clerk
Planning Change of Zone Applications
Conditional Use Permits
Tentative Tract Applications
Annexation District Files
Council Office
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Complaint Forms
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Personnel Records
plans
Claims Against City
Correspondence
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Emergency Services/Risk Management
None
Engineering
Traffic Report Forms
Project Files
Tract Information
Traffic Accident Data
Finance
None
Mayor's Office
Council Agendas Council Minutes
Copies of Incoming Correspondence for Mayor's Information
Parks, Recreation & Community Services
Resolutions
Finance & Accounting Documents
Finance Computer Listings
Paid Purchase Orders
Conflict of Interest Forms
Correspondence
Engineering Documents
Payroll Documents
Council Agendas
Council Minutes
Personnel Department
None
Planning Department
Certificates of Occupancy
Lot Line Adjustments
Maps
Legal Property Descriptions
Parcel Maps
Tentative Tract Maps
Annexation Files
Ordinance Amendments
Public Buildings/Security & Parking Control
Correspondence
Resolutions
Personnel Files
Contracts
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.
Ci ty Payroll
Accounts Payable
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Public Services Department
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None
Treasurer's Office
, Computer Printouts
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RECORDS STUDY FINDINGS
VITAL RECORDS
13. The following records were identified by the
various departments as being vital to the reconstruction of
the City in the event of a disaster:
Administrator's Office
Sewer Rights Agreements
Petty Cash Vouchers
Travel Authorities
Purchase Requisitions
Miscellaneous Cash Receipts
Requests for Payments
Budget Transfers
Attorney's Office
Legal Opinions
Court Pleadings
Building & Safety Department
Building Permits
Engineering Data
Board of Building
Certificates of Occupancy
Personnel Records
Commissioners Files
Cemetery
Internment Records
Pre-Need Accounts
City Clerk
Resolutions (13,000 originals on file which include
deeds, easements, agreements)
Ordinances (4,000 originals on file)
Council Minutes (50 volumes, approximately 35,000 pages)
Current Business License Records (10,000 accounts)
Historical Business License Records
Election Records (more archive than vital)
Minute Index - A card catalogue which cross references
minute action (resolutions, ordinances,
agreements) in order to find a particular
action.
Council Office
Tape Recordings of Council
Minutes of Meetings
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Emergency Services/Risk Management
Resources Data
Liability Claim Files
Insurance policies
Workers Compensation Files
Inventory
Engineering Department
Plans
Records Maps
Finance Department
Payroll Records
Accounts Payable Records
General Ledger Records
Insurance Records
Mayor's Office
Personnel Records
Correspondence
Parks, Recreation & Community Services Department
Project Case Files
Accounting & Finance Records
Facility Case Files
Planning Department
Case Files
General plan Maps
planning Commission Minutes
zoning Maps
Assessor's Parcel Maps
Public Buildings/Security and Parking Control
Personnel Records
Parking Citations
Public Services Department
Sewer Maps
Refuse Bi lling
Treasurer's Office
Investment Records
Financial Information
Bank Statements
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RECORDS STUDY FINDINGS
BENEFIT OR DETRIMENT
1-,
15. Please give
microfilm or microfiche
your operation.
us any comments on how you feel
would benefit or be a detriment to
BENEFIT
Building & Safety Department
Cemetery
City Clerk's Office
Emergency Services/Risk Management
Finance
Mayor's Office
Parks, Recreation & Community Services
Personnel Department
Planning Department
Public Services Department
Treasurer's Office
DETRIMENT
Attorney's Office
Council Office
NO EFFECT
Administrator's Office
Engineering Department
Public Buildings/Security & parking Control
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MICROFILM RECORDS SYSTEM COSTS
Minimum Cost Estimate for Microfilm Storage:
Camera and Reader/Printer: $13,000
used mostly for microfilming of
retrieval activity.)
to $15,000
dead files -
(This system
very light
Reader only: $3,000 (Reader/printer is only about $200
more, not very many "reader onlys" sold)
Minimum Cost Estimate for CAR Microfilm Records System:
Computer Assisted Retrieval: $35,000 to $40,000
system is used for active retrieval of documents)
(This
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Minimum Cost Estimate for CAR System
Used with City's Computer:
$18,000 to $20,000 (This system, uses the City's computer as
an index for microfilming.)
The cost estimates are quotes from Dave Swindle, represen-
tative of Martin Business Machines. He stated that Martin
Business Machines offers to "come in and do the legwork" at
no fee and no obligation. They will gather information from
all departments, determine which departments have more docu-
ment retrieval and duplication of records and complete the
survey.
The survey will then be sent to an individual company for a
financial analysis. This analysis would compare the costs
associated with a "paper base data system" as far as labor
costs for retrieval and reproduction versus cost/savings of
a "computer base data system". The analysis would,show the
costs and/or savings over a five-year period of time and
then either justify the expenditure for the microfilm
system, or show if it would be more cost effective to remain
with the "paper base data system".
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OPTICAL DISK
Minimum Cost Estimate for Laser Scanner System:
$100,000 to $500,000
This system uses a laser to scan documents, digitizes infor~
mation and stores information electronically onto a disk.
It reflects the actual representation of the document as far
as signatures, etc. For retrieval, the computer would have
the laser printer print out a hard copy. This system is for
extremely active storage retrieval only.
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CITY OF SAN BERNARDINO
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MEMO~ANDOM
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To Jack Strickler, Chairman
Legislative Review Committee
Subject Records Management
From Shauna Clark
City Clerk
Date Apr il 28, 1987
Approved
Date
Cost of Equipment
Attached is a cost-estimate of some microfilm and computer
equipment for a centralized records management program. The
pricing was done by a 3M dealer who also did a cost benefit
analysis of central records management. . The analysis uses
industry standards for costing labor as this City has never
done a comprehensive survey on the time each department spends
on records.
Industry standards for an operation our size show that the
annual labor cost involved in filing documents is $810,000.
It would be unfair to say that a microfilm and computer re-
trieval system will save this amount of money, because
realistically, departments are not going to cut staff when
records management is fully operational. However, we are
going to save space, and make information more easily acces-
sible to all departments and the public. '
If you looked at space savings alone, the system would pay
for itself in two years.
Additional Labor
Since someone has to coordinate the records coming in from
departments and help departments with records retention pro-
gram, the City will have to hire a records manager. I be-
,lieve a records manager would be paid about the same as a
Deputy City Clerk. Therefore, the City would have the ongoing
labor cost of an additional person,', and perhaps, as demand
increases, the co~t of an additional clerk.
~~
City Clerk
SC:dr
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PREPARED FOR:
CITY OF SAN BERNARDINO
CENTRAL RECORDS MANAGEMENT
PRESENTED BY:
OAVID L. SWINGLE
3M FILE MANAGEMENT
SALES REPRESENTATIVE
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THE IMPACT OF A MICROGRAPHICS FILE MANAGEMENT SYSTEM
The City Hall Space Study determined that the space occupied by
filing equipment necessary to maintain the current paper-based
filing system to be valued at $600,000 by replacement method of
valuation. The rental value of the space (a very conservative
method since there is no extra space available within the building
at that price) indicates a value of $90,OGO per year.
American Records Management Association (ARHA) studies have determined
that 90% of the cost associated with maintaining a paper-based filing
system is consumed by labor. Almost every study done comparing an
automated system versus a paper-based system of file management shows
that the cost of the repeated filing, retrieving, re-filing, and
maintaining of paper files is far and away the major justification
for investing in an automated file management system.
RENTAL VALUE OF SPACE/YEAR
LABOR COST (ARMA AVG.)/YEAR
$90,000
$810,000
TOTAL COST
$900,000/year
The impact of a microfilm CAR system on the labor involved with a
filing system is significant. Once the file is captured on film
and its microfilm location entered into the computer any file
requested can be attained in 1 minute or less. The documentation
can not be lost or misfiled or removed by unauthorized persons.
Duplicate rolls filed off-site provide complete security against
any loss of files due to disaster.
Hicrofilm'will recapture 95% of space dedicated to paper filing.
Assuming 33% of current files are converted to microfilm;
95% of $30,000 =
$90,000/yr
$30,000/yr
$28,500/yr.
RENTAL VALUE
33% FILMED
INITIAL SYSTEM COST (inc. tax)
$59,330.32
$59,330.32 / $28,500 = less than 2 year payback for initial system
costs based on space alone.
The above analysis does not consider the tremendous savings in labor
or the very significant value of insurance against lost documentation.
Also not included is the value of the computer's ability to function
as a general purpose p.c. for word processing, etc. for the department
The supply and maintainance cost of the system is not expected to
exceed $12,000 per year.
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SYSTEM DESCRIPTION
CITY OF SAN BERNARDINO - CENTRAL RECORDS MANAGEMENT
CAMERA: 3M 664
High speed intelligent rotary camera. Microprocessor
controls monitor filming of each document and coordinates
all filming functions. Modular in design, this camera is
ideal for high volume filming of a wide variety of files.
Multiple reduction ratios and image format capabilities
allows one camera to film one or both sides of anything
from checks to documents up to 12" wide by any length.
Automatic feed with variable speed will film up to 800
3" documents per minute. Fillll3 one or two rolls of
microfilm for simultaneous dual roll filming. Film is
automatically threaded. This state-of-the-art camera
system will suit all of your needs today and will grow
with them in the future.
READER-PRINTER: 3M MFBllOO
Multi-format bond reader-printer. Another highly versatile
modular system from 3M. Will handle any micro format with
inter-changeable microfilm transports. Zoom lenses allow
user to work with film of many different reduction ratios
without ever having to change lenses. Select portions
of microfilm images may be blown up to larger than original
size if desired. Again, the ability to grow with your needs
makes this an excellant~hoice for this application.
COMPUTER: Unisearch
This computer and software provide a turn-key system for
records indexing. This computer-assisted retrieval (CAR)
system is easy to learn and use and can integrate the
retrieval of all files whether in paper, on film, audio
tape, or any other format. The system's cross-reference
capabilities will become a valuable management tool.
The computer itself is fully IBM compatible and may be
used to run other IBM progralll3 such as wordprocessing
or spreadsheets. The computer is a Sperry'p.c. with
Sl2k ram and a 40 megabyte hard disk. All data is
protected by a 60mb streaming tape backup system.
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SYSTEM PRICING
3M 684 Camera with automatic feed, workstation, 24X head,
SOX duplex head.
$26,442.00
3M MFB1100 reader-printer with workstation, cartridge transport,
microfiche transport, Page Search retrieval, 20X-47X zoom
lens. $13,927.00
Unisearch hardware and software. With workstation, 40 megabyte
hard disk, 512k ram, 60 megabyte streaming tape back-up
system, 5 back-up tapes, API reader-printer interface. $15,603.00
$55,972.00
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The 684
Intelligent, Rotary,
Microfilm Camera.
The 684 is a high-speed, highly
automated document capture
system, Using programmable
microprocessor control. it coordi-
nates all filming functions, with
minimum operator interaction,
, To use the system, an operator
simply loads film, selects an oper-
ating mode of preprogrammed
instructions, and begins feeding
documents, The camera does the
rest. It monitors the filming of each
document and displays its current
status on an easy to read '
communication display, An
automatic exposure control
assures optimum image
density for each document
filmed, regardless of color,
As fast as documents
can be fed Into the camera,
they are recorded as high
resolution microfilm images,
each identified with appro-
priate image marking for precise
Indexing and retrieval.
The 684 system IS modular
in design and can be con-
figured to accommodate a host of
file management applications, Add
an automatic feeder for high-speed
capture of uniform documents,
Change reduction ratios or image
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Receiving Tray:
Documents are stacked after lilmlng
lace down In collated sequence
Workstation:
Camera stand, with adlustable
shelves, surrounds operator with
workspace lor documents ready
lor filming,
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Automatic Feeder:
Varoable speed, up to 800 3"
documents per minute. Double
leed detection prevenls over-
lapping Images
Film Loading:
Camera i-Iccepts bolh16mm x 100' ilnd
t6mm x 215'mlcrohlm on standard
camera reels Automalicaliy adlusls lor
fIlm thickness One or two rolls can be
loaded for slmultHneous dual rolllmag,ng
Films are automatically threaded and
rewound Into light prool cassenes
Index Control Codes:
Bar Cucl{~~. Wrl~t)r 1l11t!(i (It, t II:; IUt ~r
sheets or on lead document~ life elec ..
IronIcally sensed by the camerd Indexln
level IS InSlarllly reset ilccordlng 10
prograrTllnSlruCII()11S
,~""'. .~~.,........--ft"'I'l.'
numbennq dl~Vln! wrlles Indexlnq
Inlorm<-lllCJn on cinr:tlmenlS. u~lnq
dry . mp,ict Ink let tcchnoloqy 0
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Keyboard and Display:
J Command keyboard controls all
camera funcllons, and sets UP operating
parameters LoquKJ crystal display has UP
to 300 addressable character positions,
to communicate with operator In easily
understood terms
Document Feeding:
Hand Feed Shelf po~tlons mixed
documents as they are fed ,nto camera
Automatic Feeder may be used for uni-
form documents-at through-put rates
of UP to 300 8~"documents per m,nute
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formats with our interchangeable
lens units, Add our state-of-the.art
Ink Jet printer and you can print up
to 18 characters of Indexing informa-
tion on each document before it's
microfilmed - all under program
controll There's even an RS.232
interface to communicate indexing
information to a computer,
No longer is it necessary to design
your file management system
around equipment limitations, Now
a system can be configured and
programmed to suit your needs
today - and to grow with them in
the future,
Choose 3M.
We offer the widest selection of
products in the industry We stand
behind our products with worldwide
sales and service support, And we
have the experience to design a
system to match your needs In
fact. weve been an industry
leader for over 25 years, with
a long tradition of product
enhancement. rather than
obsolescence, _
For more information, contact
your local 3M File Management
Sales Representative,
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Document Numbering:
Up to 18 characters of IndeXing data
can be wnnen on each document. or
selected documents, as they enter the
camera
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684 Microfilm Camera
Reduction Ratios/Image Formats.
III
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24X Simplex Front side of 40X Duo or Duplex Front side SOX Duplex Front and back of
document across full film width 01 document across 1; film width document, side by side across full
film width
Three level image marking, available at all reductions, provides lor precise indexing and instant retrievaL
Retrieval Codes.
III
Communicates search parameters - such as Roll Number, Date, Image Count - to retrieval eqUipment.
SpeCifications
Typical Machine Characteristics
Camera
Transport Speed:
1600/3200"/mlnute
Reduction Ratios:
24X, 40X, sox
Image Formats:
Simplex, Duo, Duplex, Duo/Duplex
Max. Document Width:
12"(9"at 40X)
Electrical ReqUirements:
liS v 20 Amp, 60 Hl
1&~7l)-'571.' 1126110PI
Dimensions:
39"Hx26"Wx32"D
Work Area:
Floor space required, approx
7' x 7'
Accessories
Autofeeder:
Vanable Speed, double document
detection
Sequential Numbering
Device:
High Speed Ink jet pnnler. keybOard
controlled With 18 characters, fixed
or variable
Thermal Output:
6000 Btu/hour
Weight:
180 Ibs. (w/o accessones)
Check Endorser:
Continuous pnnt With 6 digit dale
Work Station:
Adjustable height. adlustable
shelves storage compartmenls
casters '
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File Management Systems/3M
3M Cenler
St Paul MN 55144
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READER-PRINTER WITH CARTRIDGE/ANSI TRANSPORT
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If you ve been looking for an economical plain
paper micrographic reader-pnnter that allows
format versatility, 3M now has It. the Multi-Format
Bond Reader-Pnnter, MFB 1100
This extremely versatile machine accepts all
microfilm formats
THE 210 CAT HANDLES CARTRIDGES
The 210 Cartndge/ANSI Transport accepts
16mm film, 2,5 mil to 57 mil In thickness in 3M
cartndges, ANSI rolls and ANSI carriers and
Ektamate' carners,
The handler IS self-threading for ease of
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operation and transports film at 10 feet per second
In both directions An electronic odometer keeps
track of your Image localion to help you retneve
your document quickly,
PICK YOUR SPEED
AdvanCing and rewinding can be accom-
plished with either vanable-speed motonzed or
manual controls, Page Search and online
computer Interface kits may also be added, Page
Search offers 18 modes of retneval, from simple
single-level blip film, to 3-level blip film
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READER-PRINTER WITH FICHE ATTACHMENT
The fiche handler accepts fiche, lackets
aperture cards and also available IS a 4" x 12" dual
fiche carrier
A wide range 01 easy-to-change lenses IS
available, ranging from t4x to 47x, The Image can
be rotated a full 360 degrees with Prism Image
Rotalton, allOWing you to read documents right
side up, no matter how they've been microfilmed
A pUSh-button seleclton of printing modes
lets you make prints from conventional negative
microfilm, or, with a low-cost oplton, from
POSitive microfilm, on 81,," x 11" plain paper Our
front-loading paper cassette holds 250 sheets for
easy operator access,
THE FIRST PRINT IN 12 SECONDS '
Addlltonal copies are delivered at the rate of
t1 per minute, Up to nine copies of a single image
may be selected. A standby sWitch is Included so
the machine is immediately ready for viewing
and printing and, when put in the standby mode,
conserves on lamp life,
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o READER-PRINTER OTH 110 ROLL FO TRANSPORT ATTACH M E:)"
- The 110 RFT (Roll Film Transport) allows for
bofh 16mm and 35mm open spool films, A "quick
gr.ip" take-up spool provides easy film threading,
All handlers can easily be Interchanged by the
operator without tools,
On the cartndge/ANSI and rpll transports
advancing and rewinding can be" accomplished
with either variable-speed motorized or manual
controls, The microfilm also comes to an auto.
matic halt when rewinding IS complete,
FRONT LOADING PAPER CASSETTE
PROTECTION FOR YOUR FILM
As the film passes through the 111m gate,
it opens and closes automatically, minimizing
actual contact with the film,
An optional mOdular work station is available
lor the new MFB 1100,
For all your microfilm format needs, look
at our plain paper reader-printer thaI's as easy to
use as It is versalile the MFB 1100 from 3M
QUICK GRIP TAKE UP SPOOL
n'
. THE ZOOM lENS SYSTEOOR THE MFBOO READER-PRINTER
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An optional zoom lens kit is available for all
MFB 1100's
The zoom lens keeps your Image in constant
focus, so your image always stays sharp while
you change reduction ratios, No more refocusing
or lens changing, Documents can be reduced or
enlarged With one easy-to-operate control,
THE ZOOM LENS SYSTEM INCREASES
RETRIEVAL PRODUCTIVITY
More prints can be made per hour With the
zoom lens system, It works with all microfilm
o
formats, Computer printouts and legal sized docu-
ments can be reduced to lener size, Hard-to-read
documents can be enlarged, All with no time lost
changing lenses
Toner consumption will also decrease since
the zoom will give you the exact reduction or
enlargement ratio you want.
The zoom system features true one-to-one
blow back and is available in the following reduction
ratios 6,5x-14x, 14x-32x, 20x-4h
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OPTIONAL ZOOM LENS SYSTEM
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PAPER FILES
Keepin~ track of paper files in an open .shelf
system or file cabinets can present a lo~istics
challen~e for even the most efficient records
manager. Often, valuable search time is
wasted on files that have been checked out,
misfiled or misplaced.
UNISEARCH can tell you the cabinet,
drawer, and folder of any random paper
document. If the document is not in the file
UNISEARCH can be used like a librarian to
track its location, identifying when and to
whom the document was released,
t
.;i:~::'. , UN/SEARCH MAJG ,
Maintaining' and managing re('ords or matf'r-
ials ('an h(' complicatt'd. Most husinpssps t()da~"
maintain several tYPtlS of filing systl'ms in
order to satisfy their total information nel'ds_
A computerized system is a.simple, proven
means of creatin~ a sin~le index to all your
filin~ systems_ UNlSEARCH is a computer-
assisted retrieval (CARl system desi~ned
to integrate the retrieval of all
your files, includin~ micro-
film, diskettes, roll film.
tapes, paper, and other
stora~e methods all in
one index, UNlSEARCH
offers easy to learn opera-
tions with concise menus and
the ability to customize your in
A CAR system is the heart of a complete
records management system. UNlSEARCH
lets you file and retrieve information fast.
while reducing rour records and matl'rial
management eosts, It can virtually eliminatl'
the costly, time-consuming problems associ-
ated with lost documents, incomplete index-
ing, and inefficient cross-referencing.
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Microfiche is oneofthe most popular mediums
for storaJ<e of important business documents.
With UNISEARCH. your microfiche filescan
expand in size and complexity without
sacrificinJ< file management. When you need
to see a document stored on fiche, UNl-
SEARCH Quickly pinpoints its exact row and
column and will tell you which fiche to place in
the reader/printer.
MICROFILM
Microfilm offers the most economical means of
recordin~ and retainin~ business documents
and records. With UNISEARCH, you can
prepare indexes which allow random source
document filmin~. UNISEARCH adapts to
almost any micro~raphic indexin~ format or
film blippin~ technique. It is desiJ<ned to
interface directly with automatic reader/
printers.
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POWER FILES
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Power file storaKe devices combined with
UNISEARCH provide automatic access to
record or part locations. UNISEARCH
instantly shows availability of requested
records or indicates where the records have
been sent. UNISEARCH provides a checkout
function. a wait list, and status reports on the
records and parts stored in the system,
An optional bar code reader allows entry of
information about file folders or materials
without usinK the keyboard_ Data is entered by
usinK a bar code wand. UNISEARCH is
directly connected to the power file and causes
the device to rotate to the proper shelf and to
indicate the position of the item selected,
.
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t9 Flexible file size with an unlimited number
of records. Each record can consist of up to 12
fields totalinK to 300 characters, File size is
limited by disk space only.
t9 Variable formats. Only UNISEARCH lets
you track microfiche, roll film. diskettes,
tapes, paper, materials, and other types all in a
sinKle index.
t9 Office Systems, UNISEARCH is not just a
records manager, It offers a complete range of
office technoloKies as well. The system can
serve your business as a word processor, a
financial planner, an accounting tool or as a
data communications terminal.
19 Consultation. Experts are available to help
you select the proper equipment and software
for your particular needs. You will be
provided the ongoing support necessary to
ensure continued cost savinKs and increased
productivity as your business demands Krow
and chanKe,
,
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Ol.k Orl...
Communlcltlonl
TIp' Orl...
BI' Codl W.nd.
Microfilm R..ders
Controllers
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Selnn.rs
Printers
CRT
OCR
Copyright 'Cl 1984 Com SQuared Systems. Inc
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UNISEARCH@
. Spony Sync
- IBM Sync
. ASYNC
- 16 1M
.105 MM
. 9 Track
IBM/ANSI
. Strum.r
110 FIX
c2S COM SQUARED SYSTEMS, INC.
-
2520 PILOT KNOB RO . MENDOTA HEIGHTS, MN . 55120
TEL (612) 452-9522
FAX (BI2) 452-3607