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4. On February llth, Alice and I went to Martin County and talked to Phyllis Reed, Director of Micrographic Department and were told that all governmental offices in Martin County are on microfilm which is filed in her office. They have been on microfilm for the past 20 some odd years. Ms. Reed was very enthusiastic about her operation and feels a tremendous amount of floor space has been gained by getting rid of paper. For instance she had County Commission Minutes on microfilm from the year 1925 through 1987 filed on shelves on one small portion of one wall. ALTERNATIVES: The alternatives are as follows: 1. Buy the equipment and hire a full-time clerk and put all our files on microfilm. The camera and the Microfilming Clerk could then move on to the next office that would benefit from microfilming. The Microfilming Clerk would be experienced and would be paid by the department the microfilming is being done for. Possibly twice a year the Microfilming Clerk would come back to the Commission office and microfilm our files to keep us up-to-date. Of course this equipment is for legal documents and not maps or plats. This would not be a sophisticated operation, but from what I have been told, it will do the job of getting Minutes and correspondence off paper and onto film. The cost to do this would be $12,000 for equipment, material and processing and $6,500 for an employee for a total of 18,500. The money would come from general fund contingency. 2. Have Accurate Microfilm Services, Inc. do the microfilming and purchase a viewer/printer. The cost to accomplish this would be $6,575. plus a viewer/printer $3,700. for a total of $10,275. The benefit would be they are professionals and we would be operational within one month from the time our files are microfilm ready. 3. Buy and find room for several file cabinet. RECOMMENDATION: I would recommend alternative #1. Mrs. Forlani pointed out that if the Board wants to wait until the next budget year, that would be almost ten months, and she hopes to have the job completed within that time. Chairman Scurlock believed the price originally estimated has dropped considerably. Commissioner Eggert noted that Mrs. Forlani has recommended Alternative #1, and she assumed the $6,500 for a full time employee is for half a year. She was concerned about the background and skills of someone who would come on at that level. MAR 14988 62 BOOK 71 FA E160