Program Manual

Transmittal And Receipt Form
Additional Instructions For Records To Be Microfilmed

Transmittal forms are as self-explanatory as possible, however agencies occasionally need assistance in correctly completing the form. Step-by-step instructions for the general preparation have been developed. Additional Instructions must be followed for records that are to be microfilmed. The following steps are necessary and must be followed prior to shipment. It is important to note that records will be refused for filming and returned to the agency at the agency's expense when these procedures are not followed.

• Place records in the box in the order they are to be microfilmed. Records should be in either an alpha or numeric order per record series, not per box. See guidelines in this manual for proper placement in boxes.
  
• If a box is not full, fill the remaining space with paper or newsprint. Do not use shredded material or Styrofoam packing chips. Please allow enough room within the box for the camera operators to easily remove the folders for filming.
  
• Boxes should be consecutively numbered per record series beginning with Box #1 for each shipment and series. Each box should then be listed on the transmittal form. Only one record series per transmittal; for example, if a shipment included 10 boxes of Personnel Records and 12 boxes of Health Care Records, two separate transmittals would need to be approved. The first transmittal would include the Personnel Records and indicate that there were 10 boxes, and the second transmittal form would be for Health Care Records boxes 1 through 12. See guidelines in this manual for proper preparation of transmittals.
  
• Please indicate (under special instructions at the bottom of the transmittal) the next roll number to use. This roll number should include the date of the material to be filmed, followed by a hyphen and the roll number. For example, 1974-52 would be the roll number used if the documents being filmed were generated in 1974. The roll number 52 would indicate that your agency has existing microfilm numbered rolls from #1 through #51. Imaging can only accept one roll number 1 per type of record, per year, per agency. This applies only to records that will remain in roll form. Microfilming your records cannot begin without this information and your agency will be contacted to provide this information if it is not provided on the transmittal.

The transmittal must include the office code number, the year date of material to be microfilmed, description of the records to be microfilmed (i.e. Inactive Patient Files, Personnel Records etc.) and the retention dated of the microfilm. The microfilm will be kept for the same retention time as the original paper record would have been kept. This information can be found on your agency's records disposition schedule. (CSA and DCA materials are not eligible for microfilming).

Once an agency's records have been microfilmed, it will receive the microfilm/jackets or microfiche, a copy of the transmittal and the actual paper (if requested). The agency has ninety (90) days from that point to edit the microfilm. The original documents will automatically be destroyed after ninety days. If ninety days is insufficient time for the editing of the microfilm/jackets, it is the responsibility of the agency to notify our office.

If the agency is in Jefferson City and if the Secretary of State's Office provided pick up and delivery services, documents may be requested to be returned to the agency for film verification. This request must be made on the transmittal form under the section titled "disposal authority item number." The agency may request this by simply typing MF/RTA (microfilm and return to agency) under this section.