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University departments are responsible for the payment of all microfilming services provided by vendors. 

The vendor must invoice on a project or monthly basis for microfilming services provided. If microfilming projects are ongoing or take more than two months to complete, billing should be monthly. 

Each invoice shall be in triplicate and must indicate the purchase order number, name of the records being microfilmed, the microfilm roll number(s) being billed and a detailed breakdown by each charge for services/functions performed on the project per the pricing submitted in the bid. The dollar amount on the invoice can be a lump sum figure provided a detailed breakdown of charges is attached to the invoice. 

University records sent to vendors for microfilming include a wide array of records, including many that are highly confidential. All records received by vendors from University departments shall be considered confidential. The contents of records shall not be disclosed or released by the vendor, or any of its agents, to any individual outside or within the University without approval of the director of Records Management.  

The vendor shall enforce confidentiality rules among its employees and agents and shall permit access to University records only on an as-needed basis to complete microfilming projects. 

The vendor is to coordinate with university departments to determine if records sent for microfilming may be disposed of by the vendor. If a department does not know if the records may be disposed of, Records Management can provide guidance.  

When records can be destroyed after they have been microfilmed, it may be less expensive to have the vendor shred the records than ship them back to the department.  

When disposal of records by the vendor is permitted, the vendor must provide a signed certificate of disposition to the university department and director of Records Management. Disposal of such records must be done in such a manner to ensure confidentiality of the records. 

Document preparation includes the removal of all staples, paper clips and other fasteners, unfolding pages, taping tears, placing the records in correct filming order and appropriate heading direction. When tape is used for document repairs, the tape shall be Scotch "Magic Tape" or similar tape that becomes invisible on the paper.  

Depending on the needs of university departments, document preparation may be done by either the university departments or the vendor.  

When university departments do the document preparation, the vendor shall provide guidance, as necessary to departments on the correct preparation procedures. When a university department's document preparation is done in such a manner that the documents cannot be microfilmed without additional document preparation, the vendor must notify the university department as to why the document preparation was not sufficient. Vendors are not required to return poorly prepared documents to departments for correction, only to make the notification. Vendors shall be permitted to charge for the time needed to complete the document preparation. 

University departments will have 30 working days from the date the microfilm duplicates are received from the vendor to verify the content, quality of the microfilm duplicates and other services provided.  

If a university department has not notified the vendor within the 30 working days time frame, the microfilm and related services shall be considered acceptable. Should it become necessary for any reason to microfilm records over or redo other services after the 30 working days period, the charge for rework will be the responsibility of university departments. 

Document preparation is getting the documents ready for filming. Depending on the type of microfilm camera used to film the documents, documents may need to have every staple and paper clip removed, torn documents taped and small documents (3" x 5" or less), such as cash register receipts, taped to larger sheets of paper. Contact the vendor for additional preparation requirements.  

For every roll of original camera film, the vendor will typically create a duplicate roll of film for disaster recovery purposes. Be sure to discuss your duplicate film requirements prior to engaging services.  

Inserting is the process of cutting microfilm into sections and putting the microfilm into jackets or aperture cards. Special equipment is used to do the cutting and inserting. 

For estimating purposes to determine inserting cost, use three (3) hours per roll for jackets and two (2) hours per roll for aperture cards when working with 16mm microfilm. 

When dealing with 35mm microfilm, ask the vendor to make the estimate. 

Filming is the process of taking documents and exposing them to create the images on the roll of film. The quality of the documents can influence the filming speed of a camera operator. Worn documents can take longer than same-size documents in almost-new condition. 

To estimate the number of hours needed to microfilm a project, multiply the estimated number of rolls of microfilm in the project by the number of hours per roll using the following figures: 

• 16mm microfilm: Use four (4) hours per roll for filming time. 
• 35mm microfilm: Contact a vendor and have them make the estimate. 

Determining the number of images involved in a microfilm project as correctly as possible is very important as total cost is directly proportional to the number of images in the microfilm project. The number of images governs the:

1. number of rolls of original camera film used
2. number of hours needed to film documents
3. number of duplicate rolls to be made
4. processing charges
5. final number of items used to produce the correct microfilm format

A microfilm image is normally one side of a document containing information. If each document in a project contains information on only one side, the number of images in the project would equal the number of documents in the project. If documents have information on two sides, then there would be two images for each document. If documents are mixed with some documents having information on only one side and others having information on two sides, the percentage of two-sided documents needs to be determined and the number of images figured. 

As a guide to assist in determining the number of images, the following figures can be used. These figures are approximations since exact numbers are influenced by the number of file folders, guides and how tight the containers are packed. 

*The rule-of-thumb for determining number of documents in a container is to consider 80-100 sheets of paper per filing inch. The more used the documents, the fewer documents per inch. 

Jackets come in several different sizes and can be used on both 16mm and 35mm microfilm. The number of jackets used in a project will vary depending on the type of records being microfilmed. If records are divided by file folders, more jackets will be needed than if records are reports or other records that may have many pages. 

For estimating purposes, use 100 jackets per 16mm roll of microfilm. 

Almost all source document microfilming done at the University will be for records that are 8½" x 11" in size onto 100-foot rolls of 16mm film. In a few instances, 100-foot rolls of 35mm film will be used, typically only for newspapers, engineering drawings, maps and historical records. 

To estimate the number of 16mm rolls of microfilm required for a microfilm project, take the total number of images for the project and divide by 2,400 images (2,400 is the approximate number of images that can be put on a 100-foot roll of 16mm film at a 24x reduction ratio). If the majority of documents are smaller than 8½" x 11", then more images can be put on a roll of film. 

For example, a project that has 143,000 images would require approximately 60 rolls of 16mm original camera film (143,000 divided by 2,400). 

The best way to make an estimate for 35mm filming is to contact a vendor; let them look at the type of documents and figure out the number of images. 

Jackets and aperture cards require identifying information such as student name, student number, project name, etc. to be typed on every jacket or aperture card. The more identifying information to be typed, the longer it will take. Departments may do their own typing or pay the vendor to do the work. 

To estimate typing cost, use two (2) hours per roll of microfilm for jackets or aperture cards.