HomeMy WebLinkAboutM-77-021077 rLL1-
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Ftt.%
February 16 1977
City 'Etnage.1-
Archivss Storage and
?:icrof.ilming of Records
Cc=issioner RC3e flc,r2c,r1 !!e;orarle,um from City Clerk
Llatuary 15, 1977
_11
I have been a,; -:are cf the need to provide adeuate storage
11
of our pubaic docul:ents for over a year and a half. The
danger of fire or water damage Is ever present and an
electrical fire some tim ago dra:naticed this fact.
Please schedule a place cn the agenda for resolution of
this matter.
CoJ.
Plturnctr,Jr
77 214
-0100...64111111~
...ximeresomporsmosal
11.11111M=IIMMIIIMMIIK
10:
JOSEPH R. CRASSIE
City Manager
H G. ONOtE
City Clerk
cl1"Y OF i.1IAMI. FLORIDA
1NTLe.R.OP Iimt MENi CtfRA bUM
DAt January 13, 1977
SUtJEct: Archives Storage and
Micro il:iinq of RAco ds
PEFEFRENdt9:
ENCLOsURE5;
On Septetber 14, 1976, I sent you a memorandum to call your attention to the
Archives Storage problem, which problem I am still struggling with. No reply
to my request was ever received nor was any provision made to attempt to solve
this situation.
In addition, I wish to call to the attention of this Ad.^:i.nistration that Motion
no. 75-1003, passed on October 23, 1975, never came to fruition, apparently then,
as today, due to budgetary constraints.
In 1977, the City of Miami still has no method of microfilming official records
for emergency reference. The irplemantation of notion :.o. 75-1003 would have
permitted the purchase of equipment necessary to Iaicrofilm the official records
of the City Commission for purp7:;•?s of: (1) immediate retrieval purpose;; and
(2) to be placed in undergroun.:i stor. goo in another state.
I am again requesting action on the above matters and suggest an inc!Iiry into
the possibility of this microfilming being done under a fc:deral or state grant,
if such a grant is available..
Copies of reference Materials arc attached hereto, namely:
1. Memorandum from R. G. Ongie to J. R. Grassie elated September 14, 1976,
on Archives Storage.
2. Memorandum from R. G. Ongie to Commissioner rose Gordon dated August G,
1975, on micro -filming of Official City Records.
3. Memorandum from R. G. Ongie to all the members of the City Commission,
dated September 19, 1975, on micro -filming of nffici.tl Records,
n. Commission Meeting added shet (doted October 23, 1975).
5. Excc rpt from Minutes riiowing adoption of Motion. ,:o. 75-1003.
r:';0mh
11c:ls, a/s
cc: Mayor 1•',:.tur irce A. 1•'urre
Vlie :•1.lyor (R v.) lhct: or R. Gil:;4d1
Gord:In
conmi4onrr Mar.i10 �t?n•::.,:�
J. L. l'1L irt',r, Jr.
INrar.•o 'FI .=
to. Joseph fit. Crassic
City Tanager
tta!ph C. Grigic
City Clerk
j\Yy7 1 ■
Sep `e7b r 14, 1916 PRL' k`,1
DarF.
sua:scr Archi ve Storage
City Clerk/City Corttission._
REFERENCES
ENtLOSUR£S.
Z am encountering a severe storage problem for some records of
the City Commission.
Due to space limitations, 1 was forced 1 year ago to transfer 12
files over to the old Coast Guard Building for storage. This has
proven to be unsatisfactory due to the distances involved and the
physical condition of that building, i.e. leaks in the roof which
endanger the files.
Additionally, within the past month, I was forced to eliminate
another 7 filing cabinets in order to make room enough for added
space in the City Clerk's Office ut:i.li=ed by the Lai': Department
Staff on Commission day and by persons researc::irg our files.
I no:•: have 19 storage cabinets which I am e}: tre:1 11-y concerned about
since they are the originalfiler containing minutes and or.i.gi.nal.
copies of ordinances.
I am recluesting that I he given sufficient space at_ a convenient
l.o:-ation to store these files which are still- active and must b
referred to often enough to warrant a location close to the City
Clerk's Office.
I thank you for your. cooperation.
: CorlfliSs]UIT��
t.?_u:
Gordon
E'_'1t.tt1 t 6, 1975
,:--1 i1.T;^i g of Official �City
Ralph G. O'1C ie k =r.;"'
Assistant City Clerk
In resnorlse to a concern expressed by you about the safety of
City of fiami Official Records during a recent fire in the
City rlali, °lease be ad ised i have rescarc'h• cl the possibility'
of a duplicate set of these records that can bz acco-:lplished as
follows:
Eastman iiodak Micrographics =xp'rts have suggested a system
which considering the huge vol'.:--_e of city records, could be
acco3plished at relatively C. 3 t cost.
They suggest, rather than en-jage an outside firm to Pi.cro-
film our records, that we do t.! .s on an "in-house" basis wherein
the city would own the equipilenT.. At the outset: threquip:-' nt
1;ould cons Lst of:
Recoi-dtti. Ctarfilei�?.0 i"o i �."..._ lv_-2
Rc!c.c)?;Cl?i: TI:ta je Control. Ia=. .:)_ird with Display Iao 1 1 IC5 & U
The ?�.i c.co.fJ.iI. unit a ur.o' ._.1 _cai1. ' T'.:t?:as 2 sets of taicro-
filn sl_T.Iuitan ou:i1y . Ona set : c'_lld be .'.et, a.:. �."7 1n t:llt` CJ.%v Cl.erhL;
Office and would 7)_com-! the ri::;_..:'.I;,; of an ad.l!_L1_C)::cil- record r trieval
system. Thri second s''t:. would J:1 fol-vi'Y.'rld to an org toizai:'lo:1 called
" � ^- - S" • p " which h -. -, s 2 1 tbeneath
I1�3t1U?�EIl. Underground Storage, �I! �_..:� �i�.Li.i'i:., �
the earth's surface locaLcld in .': -lli: :rl vanii'.
In event of fire or other .iisastar in F•iia:A , our records
could 13.'. reproduced within 24 hours and wa i•: Ju lc' be back in bus 4 ness .
,''LJ L":3..I. is i�t c os ti as, to c v t- :l„va b:n so1.1c.Ltad and I
,.
w'1.1.1 advi ..e you w: et roc_.av,:d. i hi.£; c:o'_ll.d 1):1 cCN1:S7_C7L',;_d'-..l vs purl.:
r a ') i:s addendum t for 15- ;s •. }.,1.. could `l. (:).lnd—''d th.r h
j•'rcl•-.,.ii; e t'. Sharing
will h' it''p Jv to giv rlet..t :i.: Z':.. :: `y'C`:l ba•'c' the.
cit'Y c:. t.t.'.`i:,
�. a
1 IF1t f-C7i-ricE Y,t c,►7-?Ati :.••i
Nayot Maurice A, Ferre
fo Commissioner Rose Gordon
Commissioner 3. 1,, t'lummer
Commissioner Theodore Gibson
Commissioner `_tatioto t.eboso
F:eptc--her 19, 1975
Microfilming of Official
City Records
Ralph C. Ongie
Assistant City Clerk
During a recent electrical fite in the City }tall, Commissioner
Rose Gordon expressed concern about the safety of City of Miami
Official Records of the City Co7Imission an inquired about the
possibility of a back up set of official records in the event of
fire, hurricane or other disaster which t.;ot:ld destroy the originals.
Please be advised I have researched this ratter and have•consulted.
with Eastman Kodak Micrographics experts a,d they recommend the
most economical method of accomplishing this would he the purchase
of a microfilm unit and retrieval systen i.,'.-.ich is briefly outlined
on the attached pages.
The microfilm unit would auto-attcally pro.:uce two sets of film
of all records. One set would be retained in the City Clerk's Office
for retrieval and duplication. The other file could be sent to
an underground storage facility (exh=bit •'.") for emergency storage.
The underground storage facility is 220' h nc.nth the surface of the
earth. In the event our records were destroyed, the facility is
capable of reproducing our records bacl: into printed form with high
speed reproduction equipment.
The micrographics experts are sugge tin ; a:. "in-house." capability
of accomplishing this microfilmin7, project by the purchase of the
equipment and the temporary use of a I:itnpo•:er employee who they can
train in less than one day.
After the microfilm project: which would incorporate all ordinances
and minutes from the date of incorporation is completed, the
temporary employee would be released and f.;:turn on -going r.icrofi.ln
could be accomplished With existing er::)lcy- e.3.
In addition there are anproxir:ttt:ly 275,00 el pi:abet:i.e,tl. court cards
in storage in the city hall bns ne?nt. of th. former Municipal Court
that should be [ai.crof i.lmad for ref erettc�.• a:.:', the originals destroyed.
The above recommendations could be a:co:':;'•l"ished for less than an
outside first doing this on a one tit?: hasis. According to
information received, the C'.1ttir ! nrojtt.C.L c: -:1C he done for less
thin $20,000,
This information is f:uhntttod-for r.:: ;?`.1.., ec .;ic?era:tion
1.9/5--76 budget deliberations,
cc; 1), t , Andrews, City :Tiff';': •,•
j:Ttc j"osurei; (3)
In the
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With the RECORDA ( STARFILE 1'4i :rot:Imer, Model
RV-2, Kodak introd::ces for the first time n c; ,n�rat E)ur
planetary unit big enough to 2ccomrraci1tq docu-
rri nt sizes up tr) 11 ' , ' x 15' small enough for tibia -top
op'Jr::tio 1 it In:: rate -size busint ss anti pro`;•,sion - l
O`ri:^S. It is tf ttr for anyone to opur?t!? :1:1_:xp:!nsivt.
ire ot')tr,in an:t t,, maintain. It can microfilm at sE1:> cl un
to EO doc: rco:;nits per minute, con;; *ding as many as
2%,2O IccD::I-.;i7ri docuntnts on a 1Ga-f,:-Jot rill of 1C:rim
rr:::roftim weighing only six ounces.
-The RV-2, one of two STAHFU C modals, is
:>'.iit d for -microfilming 1..1 '•1 c+.:)cuniratts
fir: f tit;iir, records on 1C;rmn film. ff•: _:f
r.:t-at1, s:t'yin;;_> and Loan, fitluc:iary. co;rrtt ou:.,-e, county
rr:`c'rdear, ir)s; .•ncL, ;Ind privrtto I ivi offict can t+;t,i fit
1r:nn it_ ;:im,,Fr.ity zinc! economy of operation.
(OVER)
c.• control zind o rt::rnovabtei film unit
ar•t 5' ' :�. A choice or tt':o to,rltrcti;fn ratios,
27.1 :.r "f ., _ ._ cs cit:;.,r :;ni,tli fi'l.'t or latgc•fi,rtd sYt
tic :s .:...•.• tr+lit .:re custar;t:rr c;:'' n ,. Extra flt';i
Ur '`> t Jflt T1ii1C1 ^el+r'ctivel r..t l itfl r rcriSuc-
ti . "1 r . _ f c ;t tt•: r iCrofilrni:P! C r=..t trr' �nf.'1 r nd
cl.:.. r• _ •... 1:...`i, twit without c!'_rupting 'subject
cc :'J. .. . 1Jtr> $a Option,
t,*c scent':.:if Co; t)-=:i;CI. f)ros$ a
1 r_ ..:�:_:r1: is ti;:crofi'rn:•a. A 2-inch pile of
dc.0 �
1t7stet :E:rid on tl10 cCr'y':1r.t.ir=t tc' help
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fl ' 1 mi; ro = rt1 n7 rti; -.r.r ,;1. i;l,.1 n
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SarvItras tIffaissi by
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Business survival program
A pros.-rarn d:iiened to enable any corn-
reearciless of size and geographical loca-
tion, to rezonstruct its financial and physical
position. v.ithin .24 hours following any dis-
aster, thus assuring continuity or operations.
This 5z-c.rity is accomplished by transtnittal
to National Sto:age Company of microfilm,
rz:ords. copi:s ot- daily paper records
or cl-,ta prsirz tape., which would be used
in re:o7ist7Jcting a balance Sheet and physical
faciies. As part or their service National
Storlg: ft:rnishe complete Operating. Nlanual
Instrac:icr.. al! papa- forms and lab—els, mak-
in•.! tl inaugurate a s ital records
pr immediately.
Economical ri2cord storo.ga
Tr itcc n of inacti.e but important
pap:- p •,es a real stortiz probkin in
1:c1ent14 n pt•riods of
arilNe d;:pendent com-
p,:11 -I- ij or statutory retti.lit'aric.'lltS. Na-
tiortfi For storing
lie s,?eurity fea-
tures ,.nt !At .,•cl di%
Mar atld contaioer labt.1 svts
are as a -.ep.ke. IZecommended cor-
alsts a Vail:It/Ie. ReCO:d
inde‘ed and stored on
s:.:el for cfliciznt refzrral
Private vaults
Irtii% id _41 Pri%ote ‘'aults. custom desizned
to tr c. •totn-:r ickluircinents, are, iivailable
to 1::,1•: in: the tiltiniate in security. All
cn,..10•:d by %alb; at 1:ast
-• .0nd c-on-
• cklitirrd
• hoar-. combination, stel %;ititt
a -tit.- 1609 ro:ithk.
it, ow
Privan ar1,.r.is
V•ho rrR.tli,rt.tisinoss
• c....iiters wit! th...
illit'o.t1
• tl.•••••• or a rc,:ovd.ltLL
ti cii•hun.,r's own 1;rs,oint.l.
• two -fold :of low-
it.ord
t:- for ‘ital data.
Op", , tt • 7!:'..240L-...11'
CI1t#y�COM1.tISSr.G_`s
OC."r L3ER 23, 1ci % 5
PAGE 1.2
t,POCi:E; i ATTERS"
75n87 - i•,OpIOxJ Rs:.QtJ1E,S.L.=G H1 C,tTY M:1_,:)CE? TO STJD�) THE POSSr-
DxI,ITY OF INSTALLING BICYCLE PA:R.<i C FACILITIES ijI` i)ffu
DOC'TNTOC*t MU; OPENING. SOV_ OF THE CITY t',t. U S 'O ' 13I-
:YCLItIO An'I TIES, INC ,)UDIttu DO 4 : `r ?F R01. T PA... *;
TO DETERMINE PROM. n.ETROVOLITAN DADE COLT; Y WHEN IT IN..
TI;NDs Tb 13EGIN CONSTRUCTION ON ITS P OPOSEo- BICYCLE
PAT'135; TO STUDY TIM POSSnILITY OF DESIGNATING Ir1TI.O CERT=
STaLETS IN THE CITY OF 11t 1I AS tICs CLE WAYS FOR GENERAL
P,AL
TRA tSPORTAT!O '; Arab REQtMS TIC G Z ?ARILS D ARTI IE t'I' TO
'WAX C'%tTR TIM LOCAL DICYCLING ASSOCIATIONS Ott A PP.00IWI
r.DUCATE CITIZENS It; T a.: PRODFa 'LSD OF LICYCLI S
7S-. 89 MOTION OP XNTEN•T TO REF?. ?ACK TO Tr ZONING P, 3ARD POP.
ANOTIMI Fes" ING VIE NATTER OP ZONING 80AIRD RE50Lt1 yONS
27' 75, 125-75 aria 126.-75 1.,441<l170 nvis0 p.cCOUNT DISCLOSURES
MADE Tar S DATE BY' M S . CHARLES S TAR;•;r?'
75-989 MOTION OP INTENT TO REQUEST 2• ET.' P LI TAN DAlDE COUNTY TO
PROVIDE PROPER POLICE PROTECTION TO ITS BOARDS .AND CO2. ►-
NITTMS C'TIO ARE MEETING IN COL:4T? FACILITIES LOCATM IN
TIM CITY OP t•YIAt•:T
75-1002 ►- Z•10PION REQUESTING Ti CITY IL=, •:A• E . iO INVESTIGATE AND
I EPOTtT BACK TO THE COMMISSION ON; T :. EXPANSION OF Tii"',
DINNEi? XEY AUDITORIUM IMPROWV.ENTS CDNZ I 'iO INCLUDE
SUP20JcTDLIG A? EA3 S a? 1 iC + i•: G ::0MIi'CCC i; ?. I•: tCf THE
I•iF�P, TLL-ST.EVi:,NS OPERATIONS WHICH .'.ICHT F ' LANDSCAPED,
II PPOVZ D OP BEAUTIFIED y:IT::OtJT D:�C'7':i�IN 'F.O?I TI.ri.'". D:CI'+'tiII;R
K :Y MASTER PLAN ANY I:ORS; THAN i:ECESS:1 ;Y, 2\NI) DECLARING
UL:G
'iTHi POLICY OF THE COi•t.:tISSI0 THAT IF T:I� CITY I•:E��J?1c. ER' S
PECO:•!i:I::i:DATI0NS INCLUDE., ANY DEVIATION FROM SAID MASTER
TER
PIJN II CO'►::1ISSI0�. WILL NOT '. AX �.'_: ACTION ON S :•.:
WITi-0UT FIRST E0t,DII�G t, PUBLIC H I:IG ON .l"i, MATTER
75--1003 -- MOTION OF INTENT TO PURCHASE A 2.1_CR �FT.L:•1 UNIT AND R --
TF,:tEvAL S YSTEi: S i:: T:?i:�CITY LET_' ' ?O_ U C t-�. S OFFICE �� 1 AN
AP}'RO::Zi`:1'{'F♦ COST OF $2C),OoO.(0
7!i--1005 - LOTIONINSTRUCTING T . T�. t .,..,._, r) r•
.c� ., i:I'. C:� t ..:�. .. �� 1:J..i:_,D :r.r•::. _ Dxr�'r.�•:�Y
x.c�I T:+L::r.zYSr_)r./ ,.).�•r0.., �: z,:cc;:._.> ... _:;_ .r,,s::.�:;1)x) }:x1:T.� :�:iti
cIIi.'r}A:;L).►; :I
7!;••.(:)C1�� V.O'itfOL'i O1' C'O:'.:�:.r'.) ,'t'.tf_�': ::::. �, ,-):,::::I_..io:; TO C1'^'''C.t1c•
k'0R 11 SIC);, S'li:T,T J);)N , T.:;:1 :'.i ;�: : ; EI:: 1'T.I, :;T;. :;;: Xfl }Ll ; j;i ;•T
.Nn)i.l'�.VU:tS
I',r.
7'i'.:1007 1:0'1'.CO J G3' C'C':.:'.[::;U.=�'i.' ;) .: i:' ?'.: ".. ':�:)': '�U r.::':r) 1T T }t
”Al.�.)': ( FOR }11=:3 i:�I1�J<) ;• :.'.'2L:VS C S )'.c: ::;) TO TUN CITY OF
j•t��C}i t.i:er. DI.I.'F; TO'i OP I•':7 '.'cn, '.:') Y �,'ENDIN0
r t .' ..n• TJT c ,sT•^NG $9 �'!7 .a..` T ,�� t.t
/r•--1ci7tt >• j�i.}:.+1)l(a}t}JJ:C);`J 1•,LJ:f.1C.t�►t.t.i," t,+.,u� 7c,�., _1. C%:' M i) ._.ala T�:.�if..:+Ur,
�'Ilt,i� i lTi:i fT 3 il.i f 1 i air ?i 'R . f, .t0 l j R.t
tJr'66 �.io J�E1E�TX.,_: 1 f'i 'T })1�:,Si e r .7.�: ';'-'P:) / it t ♦,.Y G+T'.[T
.7e
Rev. Gibs.Jn: Yes. in you kn.).4 All of us want t9
this program with thom, awl they r.e.m to tave ta-,n most
for Cod's tAes, and they're hot desttoying the !:astet Ilan t
Will artange. t don't know how this is dons, Rr. Mayor,
to didtess ourselves to that isSue anl serve notice on th,,e
coopetate that tat, we're going to Move and at that Point tha
I think that that can heeds ttme assaratte this day time
operating in good faith. tioW how do we get to that point ih
Mr. Plummer: Well, that'S included.
a-1 wil:ing. 1 !;:ri
will arrangs
t:n't war.t to
will hs joihed.
, that we Are
Mayor Fette: Sy ding that We've just done because that is ;:ing :a fcrce the
istse. Instead ot sitting around talking theory and bickering an! anl
hawing about things we're goihg to 0 out and do it. the way we iti as you
Said, and t like those words join the issue.
Mr. Andrewst The seise of you notion that the Coottitsion adopted...
Mr. Plutt'ert to explore with the architect froze Peacock Park ta MettilleStevens.
Mt. AhdteWS: And I have the latitude to include all of these areas.
Mayor Ferret Absolutely# in the d3outent that will be discussd 17.1 finally pres-
ented to this cottlstion when we award tht job to whatever arol....tte:t we'te going
to award it to. I would hope that you since you're getting a it :f teponses,
that you would inform thet oE the expansion of this ptoject and thin when you come
up with your recOrtendation whether it is 5 or 10 or 1 or what ha.:e yoa that than
this cbttiission will do it the tame way W4 did it before, listen to everbc-dy and
choose the architect.
Rev. Gibsoh: Mr. Mayor, let re make sure / understand. Does that notion we just
Passed take into consideration the ?stet Plan laid out, even inc.I.ding that piece
Of property?
Mr. Plu=tert Father, the *notion as 1 understand, (well maybe tne ta%er should)
but as I understood the notion it will intlule the team that was tttei to explore.
takihg one contiguous thing frot Peatock Park to Merrill Ste...ens, fan't just improve
a building, irprove the surroundings, the landscaping, the rE.rc-.-el of t'...ose dAnned
barnes down there and everything.
reV. Gibstett X know that part but 7 WAS concerned abootta. a snAll
Operatot and / was concerned that that ran might be 11•1,1 i% the rest of
his life.
Mr. Andrews: Me won't. We're right at the last few days of g-tti%g potponal
ready art l there will be amble opportunity for that: Lan to to the
City.
40, VOTION OF INTENT TO PURCHASE l'.1ICRDFIUM AND 17:77EVAL UNIT CITY CLERK
FC.1 '.fICROFILM PACK UP SYSTEM OF OFFICIAL CITY ir,ECC,2:15
The following motion was tr:.:i by Conmissioner Pluzmer,
moved its adoption:
MOTin N'). 75-1003
A WiTIctiC 7.0 A MI,:!i-„:VELM UN:: 7.N:
SYSTLM U3F. I IH CITY CF;CE.7 AT Ar: •
CCST $0,03C.00.
hmin•.1 :-.o.toted by CenmIssioner
and alopt•e. by the following vare-
AIE5; Cemmis..ioner ba,ie
Com.nissioner Manola P!bo.o
Cot;:gssioher (I'v.) Ti:eo.!:re Cib:Jon
Vice Maymr J. I.. .Plur, Jr.
rturi:-e rorre
Mr, Pl..:mmer; Ws .a.1spte1 $20,0:0 f..)- this, Mr. Andr,.(1:n3
is prnably on.:, of the rost irportont thi%g,! day
and that the safekeeping of the offacial recor.ls 7 it a
dup1icte,t;'-'t of Ow racrOfiins will be stored in 1..,nnylvIn F.n 317 t!..- City of
DOT 2:1 1$75
var,,011•••••ft.