Microfilm Project Procedural Outline

The steps TxDOT (Customer) should consider when selecting the microfilming vendor to ensure specifications are established for the filing project include the following:
Procedural Outline
Step
Responsible
Action
1
Customer and Vendor
Develop specifications for the film job to include the following:
  • Film type (roll film or microfiche).
  • Reduction ratio.
  • Orientation of documents on film.
  • Indexing and electronic image count (blip) marking.
  • Density or resolution requirements.
  • Number of duplicate (back-up copies).
2
Customer or Vendor (According to Service Agreement)
Prepares records for filming by
  • Removing fasteners, buck slips, and unnecessary documents, repairing torn pages, taping small documents to letter-sized sheets and photocopying photographs on a copier capable of producing a usable image.
  • Preparing targets to certify record authenticity, identify the job/file and specific files or folders and places them in front of the folders.
  • Preparing a detailed index of folders.
  • Boxing and shipping records to the vendor.
3
Vendor
  • Films the records and enters the blip (frame) count on the index, which is then filmed and spliced onto the beginning of the roll.
  • Sends the filmed product to Records Management.
  • Retains the records in case any document needs to be re-filmed.
4
Customer
  • Inspects the microfilm and advises vendor of acceptance of the microfilm or corrections needed.
  • Arranges disposition of the hard-copy originals.
5
Service Bureau
  • Films the records and enters the blip (frame) count on the index which is then filmed and spliced onto the beginning of the roll.
  • Sends the film product to Records Management.
  • Retains the records in case any documents need to be re-filmed.