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EXHIBIT B
GUIDELINES FOR JUSTIFYING PURCHASE OF FILING OR MICROGRAPHICS EQUIPMENT
Provide any and all information applicable to the equipment being ordered. The justification may be on a separate page attached to the order itself. Orders must be countersigned by the agency Records Management Coordinator.
Description of Records to be Stored or Assessed
Identify records to be stored in ¹ or accessed by ² the requested equipment as described in the Records Retention Schedule. Include records series title, schedule number. IF JUSTIFICATION IS FOR A NEW REOCRD SERIES OR WILL BE SUPPORTED BY AN APPROVAL NUMBER MARE THAN FIVE YEARS OLD, CALL OFFICE OF RECORDS MANAGEMENT FOR INSTRUCTIONS.
Drawer Files vs. Shelf Filing Equipment
If drawer filing equipment is requested instead of shelf files (which are state standard), explain in detail why shelf files are not acceptable. If part of the justification is because of space constraints, attach a sketch of the office layout. If part of the justification is that the documents are confidential and must be maintained under locking conditions, shelf equipment is available with doors and locks.
Accessories or Options
Explain need for doors, locks, locking bars ¹, dual lens assemblies, dual carriers, image rotating capabilities ² , etc.
Noncontract Equipment
Explain in detail how the equipment will be used and attach a copy of the vendor's brochure or a catalog page with specifications. Of a sole source purchase is required, list other equipment that was investigated and explain why the requested equipment is the only one suitable. If the order can go out to bid, list the specifications and/or capabilities that are vital.
Growth in Existing Records Series
If additional equipment is being ordered to store ¹ or access ² an existing records series, explain program growth. Explain why retention period cannot be shortened to allow earlier destruction or Records Center storage to release existing equipment.
Match and Intermember
If requested must "match and intermember," explain in detail. Esthetic values, i.e., special paint colors or dimensions to match existing equipment, etc., are not acceptable justifications in themselves.
Replacement Equipment
Explain why equipment must be replaced and what disposition will be made of the replaced equipment.
Storage of Microfilm
Give dimensions of microform (i.e. 4" x 6" COM fiche), type of container in which the film is packed (envelope, cartridge, etc.) and approximate number of microforms to be stored.
Storage of Computer Printouts of Paper
Explain in detail how the paper is to be used and why it cannot be more effectively printed on Computer Output Microfilm (COM) bypassing paper altogether. Justification for this equipment must make reference to, and be consistent with, the departmental plan outlining projected dates when certain types of computer paper reports will be converted to COM. (This plan is submitted annually by the departmental Data Processing Chief to the Information Systems Management in the Department of General Services.)
Microform Reader/Printer
Explain need for printing back to paper from the microfilm and describe how the printing will be authorized or controlled.
For microfilm cameras, processors, duplicators for ongoing projects or equipment not directly addressed above, contact the Information Systems Management.
1 Filing equipment for paper records, microfilm, or computer printouts.
2 Microfilm readers or reader/prints or related equipment.
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