I_1b_Pilot MUD IRS PWS_Appendix A - Microfilm Reference Info and Requirements.pdf

Appendix A

Microfilm Reference Information and Technical Requirements

Microfilm Reference Information:

The Savings Bond records that we are attempting to extract images and data from are on silver microfilm. The microfilm is in varying condition. Some Savings Bond records are of poor quality and may make the OCR process difficult. There are a variety of savings instruments with different styles of inscriptions and information on the front of bonds and issue records.

The microfilm is currently stored at a contractor facility in Jacksonville, FL.

The original microfilms are 2.5 to 6 mm thick, and source documents, generally ranging from 3-1/4 by 7- 1/4 inches to 14 by 18 inches, were filmed in both cine and comic orientation. Hardcopy source documents were filmed using both rotary and planetary cameras; a portion of the film library is computer output to microfilm (COM). The images on our film may be negative or positive, simplex or duplex and some of the films contain document images on the left side down their length and on the right side up their length. The microfilmed images are gray scale with reduction ratios of either 1:25 (1/25th or 0.04 of the original) or 1:50 (1/50th or 0.02 of the original). Most of the film created since 1988 is blipped to individual images; COM is blipped to pages of data. No statistics were kept over the years on the number of images on each reel, but the Government’s best estimates are:

• 100’ reels: 9,000 – 10,000 images per reel on average

• 250’ reels: 30,000 – 40,000 images per reel on average with the possibility of being as high as

66,000 images

Each individual reel is assigned a unique identification number (hereafter referred to as a Reel Identification Number or RIN). The RIN is different for each segment/type of film.

The images are arranged on the film in two different patterns, either:

• Two parallel columns (such as below):

Bond X1 Bond Y1 Bond X2 Bond Y2 Bond X3 Bond Y3 Bond X4 Bond Y4 Bond X5 Bond Y5

OR

• Two parallel rows (such as below):

Bond X1 Bond X2 Bond X3 Bond X4 Bond X5 Bond Y1 Bond Y2 Bond Y3 Bond Y4 Bond Y5

The parallel column pattern is the most prevalent.

Types of Savings Bond issue records used for data extraction1.

Stubs (Original Registration Stub)

COM (Computer Output to Microfilm)

• COM Record

• COM Stub

1 The contractors will only extract data from the types of images provided above. The government states the microfilm contains many other known and unknown types of images which contractors will need to exclude.

Microfilm images to exclude

• Any image not listed above under “Types of images used for data extraction”.

• Blank stub or COM images where only the form is displayed without any fields of data provided.

• Stub or COM images containing the word “VOID”, “SP” or “SPOILED”.

• Any image of the back of a stub or COM listed above.

• Any copy of an actual Savings Bond.

State of some images

• May be upside down.

• May be skewed.

• Some characters may have handwritten corrections.

• Data fields may contain blurry characters.

• Data fields may have text, stamps, or blemishes overlapping them.

• Data fields are inconsistently located on images.

• Images overlap.

Microfilm layouts

Left side upside down

Groups of 6

2 rows of COM

One left hand row

Right side upside down

Groups of 12 COM images

Microfilm Transfer and Storage Requirements:

The microfilm is currently stored at a contractor facility in Jacksonville, FL. The microfilm must be stored in climate controlled and secure environment. Each step of the microfilm transfer process shall be completely documented to ensure each reel is labeled and accounted for during shipment from current Storage Contractor and delivery at the new Contractor’s facility where film will be scanned. The return transfer shall be similarly documented. The documentation shall include the identification and location of each reel throughout the transfer process. Specific requirements are detailed below.

o Contractor shall work with Government and Storage Contractor to coordinate the temporary transfer of microfilm for scanning.

o For outbound microfilm reel shipments from Fiscal Service’s Storage Contractor Facility, Fiscal Service’s Storage Contractor will place a barcode on each reel of microfilm and scan it into an Excel spreadsheet for each box for a chain of custody and tracking purposes.

o The Storage Contractor will print out one (1) copy of the manifest as a packing sheet and retain one (1) copy for the return shipments and provide one (1) copy to the Government. The Storage Contractor will place all boxes onto pallets, securing the pallets with shrink-wrap prior to having them picked up for shipment.

o The vendor shall scan the barcodes for all delivered reels of microfilm in order to verify and document that they have received all the reels of microfilm. Vendor’s documentation should match the manifest created by the Storage Contractor prior to shipment. If a discrepancy is discovered or any reels (or packaging) are discovered to be damaged, the vendor shall contact the Government immediately. Vendors shall report to the Government when they have verified receipt of all shipped microfilm.

o For return microfilm shipments to Fiscal Service’s Storage Contractor’s facility, the reels shall be returned in their original package to the storage facility after final evaluation of extracted data and output image files. If the original packaging is not available, the Contractor shall replace any unavailable packaging with the same type or equivalent – including the exact description that was cited on the original packaging.

o Microfilm reels are required to be properly kept in an environmentally controlled and secured area.

o Digital scanning of original Government microfilm shall be performed at the Contractor’s facility that currently meets security and microfilm records storage requirements detailed as follows:

o Microfilm storage shall be located within the United States of America.

o The facility shall be sited at a minimum five feet above and 100 feet from any 100-year flood plain areas or be protected by an appropriate flood wall.

o The facility shall comply with all local building codes, Fire Underwriter’s Regulations, and

National Fire Protection Association standards.

o The facility shall be capable of restricting access to the conversion and short-term storage area(s) where the Government property will be located. Access shall be restricted to only employees authorized to work on this contract by the Government.

o The short-term storage area shall have no windows.

o The short-term storage area shall be separated from other storage areas.

o The conversion area shall meet the short-term storage area requirements in this section, with the exception of maintaining the temperature at or below 55 degrees Fahrenheit. The room temperature shall be maintained at a level that will allow proper warming of microfilm for scanning purposes, which is typically between 68 -77 degrees Fahrenheit. The film should not be kept at room temperature for longer than 48 hours.

o The short-term storage area shall be located in an area that is free from air pollution and other potential hazards, including a higher than average possibility of fire or the facility shall be equipped with treatment facilities to reduce such hazards.

o The short-term storage area shall be air conditioned with the average relative humidity being within the range of 20-30% and temperature shall consistently be at or below 55 degrees Fahrenheit.

o Service piping shall not run through or above the short-term storage area to prevent damage in case of a pipe leak (except for the sprinkler system).

o The short-term storage area shall be equipped with an automatic sprinkler system with water flow alarms to a central station and floor drains capable of handling sprinkler discharge.

o All air supply and return ducts entering the short-term storage area shall be equipped with Underwriter’s Laboratories, Inc., approved automatic fire dampers.

o Monitoring System Security Requirements:

o The short-term storage area shall have an ultrasonic motion detection system or infrared motion detection system with police connect panel and telephone dialer with 24-hour monitoring.

o The short-term storage area shall have smoke and intrusion alarm systems with police connect panel and telephone dialer with 24-hour monitoring.

o The short-term storage area shall have an annunciation and monitoring system with appropriate back-up power, as well as line supervision, to annunciate tampering or trouble with the alarm when attempts are made to breach the system and circumvent detection.