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Home My WebLink AboutCC 1988-11-17 Discussion Item (2)LJL�CNJ O April 23, 1984 Mr. Gerard J. Clark ` Florida Department of State Division of Archives, History and " Records Management The Capitol, Tallahassee, Florida 32301-8020 Dear Mr. Clark: This Office started recording tapes of all the City Commission Meetings since 1962 up to this date in the following three different kinds of tapes: 1 - 800 Audio Recording Tapes #177-Reel to Reel (5" reels) 2 - 50 Dictaphone #1000 Magnetic Tapes (10�" reels) 3 - 400 Gyyr AD 90 minutes tapes (4" cassettes) The cumulative storage of the aforementioned tapes has become a serious problem due to our limited office space in City Hall and we are trying to find a solution to this problem. We have thought about the possibility of storing the tapes in a security vault in private storage outside City Hall, but as we continue to accumulate tapes, even that solution would soon be inadequate. I respectfully solicit your advice and recommendation. I am aware that "voice" recordings are a part of the official records but, since we do our minutes verbatim and then microfilm them, I am wondering if we are # required to save the tapes forever. You are, as of this date, the permanent repository of our original records, which records are sent to you after they have been microfilmed. Your department is also the repository of a copy of all microfilmed reels, which reels we also send to you for security reasons. Please share your thoughts with me in regards to possible retention by you of the aforementioned tapes. We thank you for your continued cooperation. ery ruly yours, 1 G. Ongie City Clerk RGO:MH er t C�1 IF1i CIT1 (lFk H. 3i�n'P n 4m'•n(dl ,)rj„ V") N-tic %ton, Fiwidd33:�1-i;�_6- ;. I d n1E ram? `i JUY FLORIDA Di :PARTMENT OFST&TT 1, _ rO 9 39 George Firestone �cg,ta-� of -idtr CITY nF M�; 1 �t'� DIVISION OF ARCHIVES, '�l, HISTORY AND RECORDS MANAGEMENT The Capitol, Tellahassee. Florida 32301.8020 (904) 488.1480 May 23_, 1984 Ralph G. Ongie City Clerk, City of Miami 3500 Pan American Drive P. O. Box 330708 Miami, Florida 33033-0708 Dear Mr. Ongie: As one of the current vsers of :he Archives' .security microfilm storage s�}oe, I w-yuld like to call your attention to 'the encIos., wed ---technical bulletin. Plaase -read the bulletin carefully, as it contains info.cmation on recent policy changes on the service we provide. Please note that -the a c ices only provides storage services for film that has a retention of permanent or has a long term retention (i.e 75 years). Film that does not meet this requirement and the others outlir.ad in the bulletin will not be accepted for storage. The Archives will co�;c_inie to provide storage for all film currently deposited here. However; *- strongly recrtrr,.erd that you review your inventories and recall 611. fiL-n that does ,:,�t .meet the stated requirements. We cc«Cinue to look fu�wa a to provic'hig the security microfilm i seevice to your agency. if you should hove any questions or need R assistance, please contact Gerard Clark, Yl.-:•'.,.da State Archives at (904) 487-2073. Thank you for your cooperation. ejt/td Enclosure ■ Sincerely, 1~dward J. Tribble State Archivist FLORIDA-State of the Arts 1 I 04 0 FMRIDA► DEPARTMENT of STATE George Firestone, Secretary of State THE FLORIDA STATE ARCHIVESLI 09 APRIL, 1984 v VOLUME 1, NO. 1 SECURITY MICROFILM SERVICES OFFERED BY THE FLORIDA STATE ARCHIVES The Florida State Archives is the central repository for Florida's permanent historical records, whether they be of government, business, or any other group or individual. Such records may include documents, photographs, and microfilm, all of which are maintained in the R.A. Gray Building in Tallahassee. As a special service to Florida's state, county and municipal governmental agencies, the Florida State Archives provides security microfilm storage for microfilm that has been scheduled as having a permanent, archival value. This means that the _ originating agencies' microfilm has been properly scheduled with the Bureau of Records and Information Management as permanent film or has such a long term retention period (i.e. 50-75 years) that security control storage would prove to be beneficial. For more information on the scheduling process, contact the Bur-eav of Records and Information Management, R.A. Gray_ Building, 500 South Bronough Street, Tallahassee, Florida, 32301-8020, (904) 487-2180. Security microfilm accepted for storage must be in conformity with the microfilm standards as established by Chapter 1A-26.002 of the Florida Administrative Code. Specifically, this means thaf "o' n?y the silver negative microfilm is considered to have the permanent qualities necessary for security microfilm. Microfilm stored in roll form must be wound on cores or reels of a + non -corroding type such as plastic compounds or non-ferrous metals. Paper strips or rubber bands cannot not be used for confining film on reels or cores. Film must be placed in closed containers of inert materials such as plastic or in archival quality acid -free boxes. Microfiche jackets should be in acid -free envelopes and be placed in containers specifically designed for their storage. _ Microfilm is accessioned into the Archives as security microfilm and custody remains with the originating agency. The Archives is not at liberty to access the film for purposes other than those directed by the agency. The film is stored in the Archives' stack area that is environmentally controlled for temperature and humidity. The stacks are closed to the public. The Archives provides reference services for the originating agency and will pull _specific reels upon request. Once the Archives receives microfilm, the reels will be transferred to archivally approved storage boxes and the agency will be notified of such action via a revised container. list. Any request for film should include the roll number of the film, a brief description of the contents, and the Archives stack location and box number. The Division of Archives, History and Records Management offers a microfilm � du�l�aatl.on service through the Florida State Records Center. This service is provided on' a cost basis and specific prices are available upon request. The �h :,..;.k. LE EN Florida State Archives Technical Bulletin, April 1984, Volume 1, No 1, p 2 Records Center is able to duplicate silver reversal, silver direct, and diazo film both 35mm and 16mm rolls and microfiche. For more information, call the Florida State Records Center at (904) 488-1486. To begin the process of transferring security film to the Florida State Archives for storage, the a enc must first complete the "Transmittal and Receipt for Records Storage" DS-RM 201) form. fi-ncs of this form are available upon request. This form shIIIITa `contain a detailed listing of each reel of film sent, noting the reel number, contents of the film, and the records retention schedule and item number. Second, the agency must submit the 201 forg_to the Florida State Archives prior to s�iipment of the film. Third, after the necessary transfer schedule is checked, the Archives will notify the agency that the film can ,be shipped. Each reel box sent to the Archives must be labeled on the short side with the reel number, short title, and agency name so that individual reels can be easily retrieved. The originating agency is responsible for making all physical and financial arrangements for shipment of the security film to the Archives. We suggest that the shipment be made by certified mail or by bonded carrier. The shipping address is: Florida State Archives The Department of State R.A. Gray Building 500 South Bronough Street —_T llahassee, FL 32301-8020, Fourth, once the film is received, the Archives will return a signed copy of the 201 form and the revised container list to the agency. The 201 form must be kept as a receipt for storage. The revised list, with the Archives stack location and box number, must be referred to for any request for film. Contact the Florida State Archives at (904) 487-2073 if any further information is needed. I(' 171, C) I -" : /" �'A � I I (' r- I r - � 105 T ('- EVELIO RIZO TYPIST CLERK II IN1F:P-CIFF IC F MFM('V-', :L,I v.! r, � July 28, 1.988 MICROFILM NEW MODEL OF RETRIEVAL UNIT. On July 28, 1988 a Sales Representative from the Eastman Kodak Co. (Microfilm Division) visited our office to show us the new equipment of Retreival that has a number of new caracteristics that are very useful for our microfilm program. 1 - With the new retrieval we can make the copies of the microfilmed legislation in the normal xerox paper that we use now to make copies in the Xerox copiers instead of the costly microfilm paper that we are using now and of course we are going to save a substantial amount of money, and in the long run, that saving will buy for the new equipment. 2 - The other very important caracteristic of the new Retrieval is that the copies of the old documents back from 1896 and the first part of the century, that are very old, pale, not legible and made in onion paper, with this new equipment the copies can be made more clear and visible. The Sales representative from the Eastman Kodak Co. told us that a full demonstration can be arranged upon request with them. er. GERONIMO SCHMIDT, M Field Engineer Customer Equipment Services EASTMAN KODAK COMPANY 1001 Ponce de Leon Blvd. Coral Gables, Florida 33134 (305) 443-3816 N 1 ❑ FLORIDA STATE ARCHIVES MCC 487-3M FAX: 40-4041 .AA U RECORDS MANAGEMENT SERVICES FLORIDA DEPARTMENT OF STATE ("M W-21a0 FAX: 4l IMB Jim Smith Secretary of State DIVISION OF LIBRARY AND INFORMATION SERVICES R.A. Gray Building, Tallahassee, Florida 32399-0230 ❑ STATE LIBRARY OF FLORIDA ("4) 07-26S1 SAN: 301-2061 FAX: (AI) 4W27% till$ is to certify that this is a true and correct copy of the record in the FLORIDA $tA££ ARCI(IU£$, the original of which may be found in $efies MICH$$ mg hand this- day of c•, � . t , 19 `� JIM BERBERICII, State Archivist Department of $tate N.P. FUDRIDA $LA££ ARCHIU£$ r Notary PX", tr no►it!1 , M Ccrttriimin .`rtr^j �::y 17, 1 s9: Wdod Th,u T:cr f c:n • L v,,an,e In6 767 P*IFTM AVENUE NEW TORK, N.T. IOIS3 12121310-4000 TELEC OPIER:12121310-8007 CABLE: WEOOMA TELEX: ITT 424261 ITT 42314♦ 901 MAIN STREET SUITE 4100 DALLAS. TEXAS 7S202 1214) 74411-7700 TELECOPIER: (2141 746-7777 WELL, GOTSHAL & MANGES A PARTNERSHIP INCLUDING PPOfESSIONAL COPPONATIONS 701 ORICKELL AVENUE MIAM1. ELOPIDA 33131 (305) 57 7-3100, TELECOPIER1305) 374�71S9 WRITER'S DIRECT LINE Cesar Odio City Manager City of Miami City Hall 3500 Pan American Drive Dinner Key, Miami, Florida 33133 1615 L STREET. N.W. WASNINOTON, O.C. 20039 (2021682-7000 TELECOPIER:12011897.0930 4 2021 65 7 -0940 TELEX. ITT 44004S 1600 FIRST REPUSLICBANK CENTER 700 LOUISIANA HOUSTON. TEXAS 77002 (713)546.5000 TELECOPIER: 1 7131 224.9E 1 1 TELEX: ITT 4620144 November 16, 1988 Re: November 17, 1988 City Commission Meeting/ PZ 1/Barnett Bank of South Florida. N.A. Applicant Dear Mr. Odio: We are counsel for Barnett Bank of South Florida, N.A. ("Barnett") with an address at 1101 E. Atlantic Blvd., Pompano Beach, Florida 33060. At 5:05 P.M. today the undersigned contacted Miriam Maer and Joel Maxwell of the City Attorney's office to formally withdraw from the City Commission's Agenda for November 17, 1988 Item PZ 1, Barnett's application for the Commission to review the Zoning Board's decision to approve a special exception to permit a drive-in facility with four tellers at approximately 153 SW 8th Street to service a Barnett Bank facility located at 800 Brickell Avenue. This letter will confirm that Barnett formally withdrew Item PZ 1 from the City Commission's Agenda for November 17, 1988 as of 5:05 P.M. today. Sincerely, I�.Ti�ci cL, ICI ►�.ha� ar(:a�C..l�, Patricia Kimball Fletcher For the Firm cc: Jorge L. Fernandez, Esq. Miriam Maer, Esq. Joel Maxwell, Esq. City Clerk, City of Miami