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MICROFILMING OF BCC GENERAL CORRESPONDENCE AND COMMITTEE FILES <br />Alice White, Executive Aide, made the following presentation: <br />TO: BOARD OF COUNTY COMMISSIONERS <br />FROM: Alice E. White <br />Executive Aide <br />RE: Microfilming of general correspondence and committee <br />files <br />DATE: May 25, 1994 <br />I attended a Records Management Seminar recently, and from that <br />seminar I learned that we do not have any records in this office <br />that are required to be kept for longer than 3 years, except for <br />quasi-judicial cases that are not closed in that time. <br />In the past, we have microfilmed our records simply as a courtesy <br />for other departments who have a problem finding their records. <br />In the past 12 months, my staff and I have researched items a <br />total of 5 time$. <br />We are also having trouble getting the rolls to go through our <br />reader. The film is so thin, it curls and won't let the rollers <br />in the machine grab it. I have tried as many as 20 times before <br />I could get the machine to take the tape. <br />It costs .several thousand dollars to microfilm the records, and <br />takes several weeks of doing nothing but purging files and <br />getting them ready for microfilming. If the Board feels that we <br />should continue to do this, we will comply, however, I must say <br />that I feel it is a lot of money to spend and very time consuming <br />for no reason other than having records available when the other <br />departments cannot find their copies. As stated previously, the <br />legal requirements for keeping our records is no longer than 3 <br />years in most cases, 1 year in others. <br />Please let me know what action you would like me to take. <br />Mrs. White advised that not everything is on computer disks <br />and that committee minutes are required to be kept 3 years. <br />Commissioner Eggert suggested that we keep records for only 3 <br />years. <br />Attorney Vitunac advised that if the records are not going to <br />be kept for longer than 3 years, department heads will have to be <br />notified. <br />Commissioner Macht felt the microfilming is too time consuming <br />and too expensive considering the purpose served. <br />ON MOTION by Commissioner Eggert, SECONDED by <br />Commissioner Macht, the Board unanimously <br />approved the recommendation to discontinue <br />microfilming correspondence and committee <br />minutes, but directed that correspondence be <br />kept for 3 years and that committee minutes be <br />saved for at least 5 years. <br />The Board asked Mrs. White to bring this matter back if space <br />becomes a problem. <br />35 <br />8cm <br />