Microfilm Services

The vendor is required to provide the microfilm service.
- Domestic relations
• Data entry will include (but not be limited to) creation of target cards using case number/ name received from data provided by the county.
• Each case contains the parties’ names, a case number, a docket number and the date closed.
• This file is currently in .pdf format.
• It can be formatted in a number of ways in order to enable the successful bidder to use data as a target page between cases.
• The list may contain instances of missing files (cases reopened after initial closure).
• A missing file target should be placed and those cases identified as such in the box contents label.
• Microfilming will include providing diazo duplicate reels in addition to the original silver copy, using 215’ reels.
• Original and duplicate developed film should be in white acid free boxes. 
• The diazo duplicate reel shall be returned in a plastic box.
• Each box, original and duplicate must have labels identifying the contents of the boxes. 
• A record acceptable to the department which identifies the contents and quality readings of the film must be provided. 
• A reduction ratio of 32:1 or 40:1 is preferred. 
• The number of reels is to be estimated by the bidder. 
• Microfilming must be done within industry standards with adequate space between images maintained in order to enable a full-size letter size copy of each image to be printed. 
• The intent of the longer reel requirement is to minimize the number of reels required. 
• The diazo duplicate reel does not have to be loaded into an ANSI cartridge. 
• Some of the documents will need to be captured in duplex.
• Courier service is included in the pricing and will include the pick-up of a designated number of boxes and return of microfilm.
• The number of boxes per trip may be determined by the turnaround time and the vendor’s distance from the pick-up location. 
• The occasional return of original files during conversion will be necessary. 
• When these files are needed, they must be received by the person making the request within 24 hours of when the request made. 
• Only the return of the physical file is acceptable.
• Provide a separate price for shredding services per box.
• If shredding services are desired, and used, a certification of destruction is required.
• All shredding must be done on the vendor’s premises after the county has provided approval and clearance to shred the microfilmed documents.
• The successful vendor must meet with a representative from the domestic relations section to discuss the microfilming process prior to the first document pickup.