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University departments are responsible for the payment of all microfilming services provided by Vendors. 

The Vendor must invoice on a project basis or on a monthly basis, for microfilming services provided. If microfilming projects are ongoing, or take more than two months to complete, the billings should be monthly. 

Each invoice shall be in triplicate and must indicate the purchase order number, name of the records being microfilmed, the microfilm roll number(s) being billed and a detailed breakdown by each charge for services/functions performed on the project per the pricing submitted in this bid. The dollar amount on the invoice can be a lump sum figure, provided a detailed breakdown of charges is attached to the invoice. 

University records sent to the Vendors for microfilming include a wide array of records, including many that are highly confidential. All records received by the Vendors from University departments shall be considered as confidential. The contents of records shall not be disclosed or released by the Vendor, or any of its agents to any individual outside or within the University without approval of the Director of Records Management.  

The Vendor shall enforce confidentiality rules among its employees and agents and shall permit access to University records only on an as needed basis to complete microfilming projects. 

The Vendor will coordinate with University departments, the delivery of source documents to the Vendor's facility for microfilming.  

University departments have the option of paying the Vendor for picking up documents at their office or making their own arrangements to have documents delivered to the Vendor´s facility. Due to the Vendor´s charges for picking up records, it is suggested commercial services such as UPS, Fed Ex or other commercial courier be used to ship small quantities of boxed records to the Vendor.  

For the Columbia and Rolla campuses, or if the Kansas City and St. Louis campuses are not using the local Vendor, University courier service could also be used to send records to Kansas City or St. Louis for the Vendor to pick up at the campus courier drop. However, the vendor will charge for picking up at the courier drop. Due to volume limitation of the courier vehicles, it may take several days for the entire shipment to arrive at the Kansas City or St. Louis courier drop. 

The Vendor is to coordinate with University departments to determine if records sent for microfilming may be disposed of by the Vendor. If a department does not know if the records may be disposed of, the University Records Management Office can provide guidance.  

When records can be destroyed after they have been microfilmed, it may be less expensive to have the Vendor shred the records than ship them back to the department.  

When disposal of records by the Vendor is permitted, the Vendor must provide to the University department and Director of Records Management, a Certificate of Disposition signed by the Vendor. Disposal of such records must be done in such a manner to ensure confidentiality of the records. 

Document preparation includes the removal of all staples, paper clips and other fasteners, unfolding pages, taping tears, placing the records in correct filming order and appropriate heading direction. When tape is used for document repairs, the tape shall be Scotch "Magic Tape" or similar tape that becomes invisible on the paper.  

Depending on the needs of University departments, document preparation may be done by either the University departments or the Vendor.  

When University departments do the document preparation, the Vendor shall provide guidance, as necessary to departments on the correct preparation procedures. When a University department's document preparation is done in such a manner that the documents cannot be microfilmed without additional document preparation, the Vendor must notify the University department as to why the document preparation was not sufficient. Vendors are not required to return poorly prepared documents to departments for correction, but only to make the notification. Vendors shall be permitted to charge for the time needed to complete the document preparation. 

Duplicate microfilm that is going to University departments will need sufficient information to permit departments to identify the microfilmed records.  

When departments request the Vendor type identifying information on aperture cards and jackets, the University departments shall provide directions as to what identifying information should be on the aperture cards and jackets.  

The same information indicated above for original camera microfilm, shall be on labels affixed to the roll boxes and cartridges unless the University department indicates differently. 

The integrity of records refers to their context of use that includes maintaining their existing filing order (e.g., chronological, numeric, subject or function) or arrangement before, during and after filming. Records shall be returned to the original storage containers in the same order that existed before the filming. Fasteners (staples, clips, pins, etc.) removed prior to filming should not be restored.  

It is University Records Management policy that departments be provided duplicate microfilm for day-to-day use. The Vendor shall provide first-generation duplicate. Duplicates shall be delivered to the University departments in the appropriate microform (format) specified for the project.   

Delivery of the microfilm may be made in person, courier, U. S. mail or other method as long as the delivery method is acceptable to the University department. 

In order to assure University records are consistently microfilmed and converted into appropriate microforms, Project Setup Sheets were developed by Records Management Microfilm Operations.  

Vendors will create a Project Setup Sheet as a guide for the Vendor´s staff to follow. The setup sheets need to provide sufficient data to identify the University department, contact person, name of the records being microfilmed, target requirements, reduction ratio, duplicate film format and any other information pertinent to the project.  

A copy of all new or modified Project Setup Sheets are to be sent to the Director of Records Management, 2910 LeMone Blvd., Columbia, MO 65211, at the end of each month. 

It is University Records Management policy that all original camera microfilm be returned to Records Management to ensure there is backup film should the department's copies be lost or destroyed.  

All original camera film shall be retained at the Vendor's site for a period of 30 working days in the event the University requires additional duplicates. After the 30 working days period expires, the Vendor delivers all original camera film on a monthly basis to the University Records Management Office. Any exceptions to this policy must be approved by the Director of Records Management. 

All records the Vendor receives for microfilming shall be returned (except as noted in Disposal of University Records by Vendor) in 35 working days after delivery of the duplicate microfilm to the University department. The 35-day holding period is to facilitate the re-filming of any documents that may be necessary. Records held at the Vendor facility for destruction by the Vendor, will also be held for 35 working days after delivery of the duplicate microfilm before disposal.  

Records returned shall be coordinated with University departments to ensure records are returned safely to departments. Records are to be returned in the same boxes the Vendor received the records in. Boxes are to be securely taped to ensure that records do not spill out of the boxes during transit.  

University departments will have the option of paying the Vendor for returning documents, or making their own arrangements to get the documents delivered back to the department. Ë¿¹ÏÊÓƵ courier service could be used; however, the Vendor will charge to take the records to the Kansas City or St. Louis campus courier drops. Due to the Vendor’s charges for picking up records, it is suggested commercial services such as UPS, Fed Ex or other commercial courier be used to ship small quantities of boxed records to the Vendor. 

University departments will have 30 working days from the date the microfilm duplicates are received from the Vendor to verify the content, quality of the microfilm duplicates and other services provided.  

If a University department has not notified the Vendor within the 30 working days time frame, the microfilm and related services shall be considered acceptable. Should it become necessary for any reason to microfilm records over or redo other services after the 30 working days period, the charge for rework will be the responsibility of University departments. 

The Vendor will coordinate with each University department to establish the acceptable time frame for completion of microfilming projects.

The Vendor shall exercise due care in handling all University records or other materials in its custody. Specifically, the Vendor shall ensure the safety of all records or other materials from the time the Vendor takes possession (including Vendor's commercial third-party delivery services) of the records until they are returned to the University. In the event, that any records are lost or damaged while under the Vendor's control, the Vendor shall pay the University a fee of $100 per record lost that cannot be replaced and actual cost of repairing or replacing any damaged records.  

Document preparation is getting the documents ready for filming. Depending on the type of microfilm camera used to film the documents, documents may need to have every staple and paper clip removed, torn documents taped and small documents (3" x 5" or less) such as cash register receipts may need to be taped to larger sheets of paper. When documents are filmed on a rotary camera, they require the most document preparation. When a planetary camera is used documents stapled in the upper right- or left-hand corner can be filmed without the staple being removed, but all other staples and paper clips will have to be removed. 

When estimating document preparation time, use four (4) hours per records center size box. If departments decide to do their own document preparation, the hours per box would be the same as if a Vendor did the work. 

For every roll of original camera film, there will be a duplicate roll of film produced. The duplicate film will be delivered to departments in the format being used. 

To determine duplicating cost, multiply the estimated number of rolls of original camera film times the cost of silver duplicates or diazo duplicates, depending on which type of duplicating film is being used. Ask the Vendor if they are going to use silver or diazo duplicating film. 

Inserting is the process of cutting microfilm into sections and putting the microfilm into jackets or aperture cards. Special equipment is used to do the cutting and inserting. 

For estimating purposes to determine inserting cost, use three (3) hours per roll for jackets and two (2) hours per roll for aperture cards when working with 16mm microfilm. 

When dealing with 35mm microfilm, ask the Vendor to make the estimate. 

Filming is the process of taking documents and exposing them to create the images on the roll of film. The quality of the documents can influence the filming speed of a camera operator. A lot of worn and torn documents take longer than same size, almost new condition documents. 

To estimate the number of hours needed to microfilm a project, multiply the estimated number of rolls of microfilm in the project by the number of hours per roll to find total estimated hours. To make the estimate, use the following figures: 

• 16mm microfilm use four (4) hours per roll for filming time. 
• 35mm microfilm, contact a Vendor and have them make the estimate. 

Determining, as correctly as possible, the number of images involved in a microfilm project is very important as total cost is directly proportional to the number of images in the microfilm project. The number of images governs; (1) the number of rolls of original camera film used, (2) number of hours needed to film documents, (3) number of duplicate rolls to be made, (4) processing charges, and (5) final number of items used to produce the correct microfilm format. 

A microfilm image is normally one side of a document containing information. If each document in a project contains information on only one side, the number of images in the project would equal the number of images in the project. If documents have information on two sides, then there would be two images for each document. If documents are mixed with some documents having information on only one side and others having information on two sides, the percentage of two-sided documents needs to be determined, and the number of images figured. 

As a guide to assist in determining the number of images, the following figures can be used. These figures are approximations, since exact numbers are influenced by the number of file folders, guides and how tight the containers are packed. 

Jackets come in several different sizes and can be used on both 16mm microfilm and 35mm microfilm. The number of jackets used in a project will vary depending on the type of records being microfilmed. If the records are divided by file folders, more jackets will be needed than if the records are reports or other records that may have many pages. 

For estimating purposes, use 100 jackets per 16mm roll of microfilm. 

Almost all source document microfilming done at the University will be records that are normally 8½ by 11 inch in size done on 16mm 100-foot rolls of film. In a few instances, 35mm 100-foot rolls of film will be used. 35mm filming is usually used only for newspapers, engineering drawings, maps, and historical records. 

To estimate the number of 16mm rolls of microfilm required for a microfilm project, take the total number of images for the project and divide by 2,400 images. (2,400 is the approximate number of images that can be put on a 100-foot roll of 16mm film at a 24 X reduction ratio). If the majority of documents are smaller than 8½  x 11, then more images can be put on a roll of film. 

Example: A project that has 143,000 images would require approximately 60 rolls of 16mm original camera film (143,000 divided by 2,400). 

The best way to make an estimate for 35mm filming is to contact a Vendor; let them look at the type of documents and figure out the number of images. 

Jackets and aperture cards require identifying information such as student name, student number, project name, etc. to be typed on every jacket or aperture card. The more identifying information to be typed, the longer it will take. Departments may do their own typing or pay the Vendor to do the work. 

To estimate typing cost, use two (2) hours per roll of microfilm for jackets or aperture cards.