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Port Angeles, WA PW Dept. - Records Management - Microfilm

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Port Angeles, WA Public Works Department
Policy and Procedures
Records Management - Microfilming

1.0 PURPOSE

    1.1 To establish and clearly define the procedures of the Public Works Department to select and prepare records for storage on microfilm.

    1.2 To assure that the Public Works records are properly stored in a consistent and timely manner.

    1.3 To assure that non-current records are readily accessible.

2.0 ORGANIZATIONS AFFECTED

    2.1 Public Works Department

    2.2 City Clerk

3.0 POLICY

    3.1 File retention determination shall be made for all Public Works Files in accordance with schedule below.

      3.1.1 Administrative (Alpha) Files Microfilm annually

      3.1.2 Agreements/Contracts Retain Hard Copy

      3.1.3 Disaster Response Plan Retain Hard Copy

      3.1.4 Permits Retain Hard Copy

      3.1.5 Property Management Records Retain Hard Copy at direction of Property Manager

      3.1.6 Right-of-Way Deeds Retain Hard Copy at direction of Property Manager

      3.1.7 Rules, Regulations, Codes Retain Hard Copy

      3.1.8 Project Files Microfilm upon Completion, retain maps, Plans and contract documents in PW Library

    3.2 The Public Works Director or his designee shall determine which files should be kept in hard copy and which files should be microfilmed. [Maps, etc. over legal size shall not be filmed]

    3.3 Project files should be prepared for microfilming upon completion of the project.

    3.4 Alpha files should be reviewed for microfilming annually.

4.0 DEFINITIONS

    4.1 Administrative (Alpha) Files - those files kept alphabetically relating to the administration of the Public Works Department.

    4.2 Project Files - those files with numeric designations relating to specific Public Works projects.

5.0 PROCEDURE

    5.1 SELECTION

        5.1.1 Review alpha files on an annual basis for selection and preparation for microfilm storage.

        5.1.2 Project files should be designated for microfilming upon completion of the project.

    5.2 PREPARATION

        5.2.1 The Division responsible for each project file shall purge the file in preparation for microfilming as part of closing the file.

        5.2.2 Staff members responsible for specific alpha files shall designate and purge those files for microfilming when appropriate.

        5.2.3 Other alpha files shall be reviewed each year. Those appropriate for microfilming purged and prepared for microfilming.

        5.2.4 Purged files should be stored in the designated file area for final preparation for microfilming. The file name should be noted on the microfilm log. [Form 103_01] A notation should be made on the margin of the File Index.

        5.2.5 Final preparations include a title page for each file, odd size papers mounted on 8-1/2" x 11" paper, colored sheets copied to white, if necessary, and the name of the file noted on the first page of each document in the file. [Form 103_02]

    5.3 FILMING

        5.3.1 Microfilm contractor shall be instructed to provide jackets and labels consistent with existing Public Works records as follows:

          5.3.1.1 Microfilm Jacket shall contain five (5) rows of film;

          5.3.1.2 Microfilm Jacket shall be labeled (top left);

          5.3.1.3 The jackets shall be numbered 1x - 00.

          5.3.1.3 Label shall contain same information as the title page;

          5.3.1.4 Title Page on film shall be in the top row, left side and shall be right reading as shown.

          5.3.1.5 Backup copy (uncut roll) of film shall be ordered and retained by the City Clerk.

      Public Works Administration - Correspondence

      1995 1X - 15

      Title Page

      		              
                     
                     
                     

    5.4 RECORD OF FILES IN PROCESS The microfilm log should posted as each step of the microfilming procedure is begun. The log should be detailed enough to locate and identify the files in process and be retained by Public Works until filming is complete, the records verified, and the hard copy destroyed. [Form 103_01]

    5.5 VERIFICATION OF RECORDS Each record microfilmed shall be verified and the label compared with existing files before the hard copy of the file is destroyed. After the records are verified, the jackets may be filed.

    5.5 DISPOSAL OF HARD COPY Hard copies of confidential files shall be shredded. Shredded files and other hard copies may be recycled or disposed of in the landfill.

      5.5.1 An Affidavit of Destruction, in a form approved by the City Clerk shall be completed.

[Form 103_03]

6.0 APPENDIX

    6.1 Microfilm Log PW-103_01 [5/96]

    6.2 Microfilm Title Page PW-103_02 [5/96]

    6.3 Microfilm Affidavit of Destruction PW-103_03 [5/96]