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REQUEST FOR COUNCIL ACTION <br />f <br />ilwij <br />MAR 2 8 1994 <br />Department Approval: <br />NaaM Dorothy Hallin <br />Title City Clerk <br />CITYOFORONO <br />DATE: March 22. 1994 <br />ITEM NOfO: /if <br />Administrator Reriewed:Agenda Section: <br />Administrator ’s <br />Report <br />Item Description: <br />Microfilming of City Records <br />The city started microfilming records in 1983 and during that lime we have contracted with <br />approximately three different companies to provide this service. Because staff found the quality <br />of the microfilm was not acceptable it has been approximately one and a half years since any <br />records have been microfilmed. <br />After receiving quotes from five companies staff has determined the best solution would be to <br />have the State Micrographics Unit do the microfilming. Mike Bodem of the State Micrographics <br />Unit came to the office, looked at the amoum of records that need to be filmed and gave an <br />estimated cost as follows: <br />« <br />Zoning Files <br />Approximately 8 file cabinet drawers with an estimated 6,000 images in each drawer for <br />an estimated total of 48,000 images for a total estimated cost of $3,831.82. <br />House Plans <br />Approximately 7 boxes, with 150 plans in each box for an estimated total of 1,050 <br />images for a total estimated cost of $672.63. <br />Council, Planning and Parks Packets <br />Approximately 7 boxes with 4,500 images in each box for an estimated total of 31,500 <br />images for a total estimated cost of $2,526.74. <br />These costs will include the original film, the duplicate set, and Minnesota Historical Society <br />testing for those records which have historical value. There is no fee for pick up and delivery. <br />The State Micrographics Unit also does microfilming for the following cities: Bloomington, <br />Burnsville, Fridley, Mounds View, Plymouth and Spring Park will be starting on their records <br />retention schedule and micro filming during 1994. <br />It is staffs plan to concentrate on the zoning files and house plans first. Then work on the <br />Council. Planning and Parks packets from 1993. Once the back-log has been completed staff <br />will do the microfilming as needed. This will eliminate the large volume we have at the present <br />time.