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<br /> <br /> <br /> <br /> <br /> <br /> Sec. 2-191. Micrographics program established. <br /> <br /> A centralized micrographics program shall be <br /> designed and implemented by the Records Manager to <br /> serve all City offices and departments. No office or <br /> department shall aperate a separate micrographics <br /> programs, and no City tunas may be expended to film, or <br /> to contract with a service company to film, any City <br /> records, except through the Records Mariagement System. <br /> Sec. 2-192. Records to be microphotographed. <br /> T'he Records Manager shall determine how long the <br /> various records of the City could be stored before the <br /> cost of storage during their retention periads would <br /> exceed the cost of preserving them in microform. In <br /> making this determination the Records Manager shall <br /> compare long-term lease of low-cost storage facilities, <br /> in addition to or in place ot any records, storage <br /> building operated by the City, with the cost of <br /> microphotography. In calculating comparative costs, <br /> the Records Manager shall consider document preparation <br /> and retiling time of statt, and other indirect costs of <br /> micrographics, as well as the cost of separate archival <br /> storage for master negatives ot microform. Records <br /> determined to be more economically stored on inicroform <br /> shall be microphotographed and, in addition, the <br /> Kecords Manager shall irâ–ºclude the following types of <br /> records in the micrographics program: <br /> (a) Those which the Records Manager <br /> determines are of historical value and whose <br /> preservation is best insured by microphotographing <br /> the recards on archival quality film. <br /> (b) Those which because of the nature of the <br /> information they contain are indispensable to the <br /> continued operations of an office and, therefore, <br /> should be microphotographed to provide a security <br /> copy. <br /> (c) Those which because of high volume use <br /> require trequent and/or large iluinbers of copies to <br /> be made which could be made most efficieritly or <br /> economically through microfilm. <br /> Sec. 2-193. Micrographics. <br /> Utiless a micrographics program in a department is <br /> specifically exempted by order of the City of Paris, <br /> all microfilming of records will be centralized and <br /> under the direct supervision of the Records Management <br /> Gfficer. The records management plan will establish <br /> policies and procedures for the microfilming of City ot <br /> Paris records, including policies to ensure that a11 <br /> microfilming is done in accordance with standards and <br /> procedures for the microfilming of local government <br /> records established in rules of the Texas State Library <br /> and Archives Commission. The plan will also estabiish <br /> criteria for determining the eligibility of records for <br /> microfilming and protocols for ensuring that a <br /> microfilming program t:hat is exempted from the <br /> centralized operations is, nevertheless, subject to <br /> periodic review by the records management officer as to <br /> cost-effectiveness, administrative efficiency, and <br /> compliance with commissian rules. <br />