Kansas Local Records Management Manual
Appendices
Appendix A--Records Inventory Form
View the records inventory form with Adobe Acrobat (.pdf format) here.
Appendix B--Local Records Management Information Resources
Association of Records Managers and Administrators ( ARMA )
4200 Somerset Dr., Ste. 215, Prairie Village, KS 66208
Phone: 913-341-3808, 800-422-2762, FAX: 913-341-3742
www.arma.org
International City/County Management Association ( ICMA )
777 North Capitol Street, NE, Suite 500, Washington, DC 20002
Phone: 202-289-4262, FAX: 202-962-3500
www.icma.org
Kansas Historical Society
Library/Archives Division, Records Management Section
6425 SW 6th Ave, Topeka, KS 66615
Phone: 785-272-8681, FAX: 785-272-8682
www.kshs.org
National Association of Government Archives and Records Administrators
( NAGARA )
48 Howard Street, Albany, NY 12207
Phone 518-463-8644, FAX 518-463-8656
www.nagara.org
Society of American Archivists ( SAA )
527 S. Wells, 5th Floor
Chicago, IL 60607
Phone: 312-922-0140, FAX 312-347-1452
www.archivists.org
Suggested Reading
Keeping Archives edited by Judith Ellis, The Australian Society of
Archivists, ( 1993 ). www.naa.gov.au
Management of Local Government Records: A Guide for Local Officials
by Bruce W. Dearstyne, American Association of State and Local History,
( 1988 ). www.aaslh.org
Records Management: A Practical Guide for Cities and Counties by Julian L. Mims
International City/County Management Association, ( 1996 ). www.icma.org
Records Management Handbook by Ira Penn, Gail Pennix, Jim Coulson,
Gower Publishing 2nd Ed. ( 1994 )
Information Requirements Clearinghouse
Appendix C--Micrographics Resources
Association for Information and Image Management (AIIM)
The Association for Information and Image Management (AIIM) is the leading
association for users and providers of document and information technologies.
For more information on the following publications contact: AIIM International
at 1100 Wayne Ave., Suite 1100, Silver Spring MD 20910; (301) 587-8202
or fax (301) 587-2711. www.aiim.org
AIIM MS 42-1989
Recommended Practice for the Expungement, Deletion, Correction or Amendment
of Records on Microforms. This recommended practice will apply to the
expungement of microfilmed images. It will specify the methods to use
and recommends procedures which establish uniform documentation for
such legally ordered removals.
AIIM MS 43-1988
Recommended Practice for Operational Procedures/Inspection and Quality
Control of Duplicate Microforms of Documents and from COM. This document
provides guidelines for the production of duplicate microforms. MS43
discusses major factors to consider when selecting duplicating film,
addresses procedures with a series of reproducible inspection and control
charts, and ends with helpful hints on jacket/microfiche enhancements.
Of considerable interest is the troubleshooting guide on almost every
known problem encountered in microfilm duplication.
AIIM MS 45-1990
Recommended Practice for Inspection of Stored Silver-Gelatin Microforms
for Evidence of Deterioration. This document will provide procedures
required to inspect camera negative and archival masters, both positive
and negative, for mold, fungus, excessive brittleness, film curl, discoloration,
scratches, dirt, chemical stains, the presence of redox blemishes, etc.
AIIM MS 48-1990Recommended Practice for Microfilming Public Records
on Silver-Halide Film. This standard gives guidelines for converting
public documents to silver-halide microforms. Using data abstracted
from numerous national and industry standards, these guidelines present
in an easy to read and understand format the quality, environmental,
and storage specifications generally required for microfilmed public
records.
AIIM MS 19-1993Recommended Practice for Identification of Microforms.
This standard, also written for the filming of federal, state, local,
and other public administrations, describes declarations by the camera
operator and the records custodian regarding the authenticity and identification
of records. The standard includes sample forms.
AIIM MS 14-1988Specifications for 16mm and 35mm Roll Microfilm. This
standard covers general specifications for 16mm and 35mm microfilm for
roll applications and reference standards that address material (type
of microfilm) and dimensions. In addition, this standard includes information
covering the permissible placement of images, film modes, and/or formats,
and includes information related to reels, cores, and winding.
AIIM MS 5-1992
Microfiche. Covering all types of microfiche, this standard describes
formats, document sizes, and reductions. It explains micro image placement
and orientation, and makes recommendations for quality control.
ANSI IT 9.11 - 1991Processed Safety Film - Storage. This standard deals
with the storage conditions, storage facilities, and handling and inspection
procedures for processed safety photographic film in roll, strip, card,
or sheet form, regardless of size.
Suggested Reading
Preservation Microfilming : A Guide for Librarians and Archivists
by Nancy E. Gwinn (Editor), Lisa L. Fox (Editor), Association of Research
Libraries, 2nd edition ( 1996)
www.arl.org
Archives Microfilming Manual by Research Libraries Group’s
Archives Preservation Microfilming Project, Nancy Elkington ( Editor ) RLG (1994 )
.www.rlg.org
Appendix D--Electronic Records/Technology/Digital Imaging Resources
Civic.Com (Traditional and Online Magazine )
PO Box 1268
Skokie IL 60076-9650
Phone: 847-647-9314
www.civic.com
The Data Warehousing Institute ( Education and Training )
849-J Quince Orchard Blvd, Gaithersburg, MD 20878
Phone: 301-947-3730, FAX: 301-947-3733
www.dw-institute.com/
The Digital Government Institute ( Education and Training )
6213 Crathie Lane, Bethesda, MD 20816
Phone: 301-320-4397, FAX:301-320-0268
www.digitalgovernment.com
Government Computer News–State and Local ( Traditional and Online
Magazine )
PO Box 3273, Northbrook, IL, 60665
Phone: 800-417-0258, FAX: 847-291-4816
www.gcn.com
Government Technology ( Traditional and Online Magazine )
9719 Lincoln Village Drive, Suite 500, Sacramento CA, 95827
Phone: 916-363-5000, FAX: 916-363-5197
www.govtech.net
The National Technology Alliance ( Product Evaluations, Media Stability
)
oldsite.nta.org
Appendix E--Disaster Planning/Recovery Resources
Kansas Disaster Recovery Assistance Network ( KDRAN )
c/o Preservation Officer
Kansas Historical Society
6425 SW 6th, Topeka, KS 66615
Phone: 785-272-8681 x. 277, FAX 785-272-8682
www.kshs.org
American Institute for the Conservation of Historic and Artistic Works
717 K Street NW Ste 301, Washington, DC 20006
Phone: 202-452-9545, FAX: 202-452-9328
www.palimpsest.stanford.edu/aic
Conservation OnLine ( COOL )
www.palimpsest.stanford.edu
Northeast Document Conservation Center
100 Brickstone Square, Andover, MA 01810-1494
Phone: 978-470-1010, FAX: 978-475-6021
www.nedcc.org
Library of Congress Preservation Directorate
Washington, D.C. 20540-4500
Phone: 202-707-5213, FAX: 202-707-3434
www.lcweb.loc.gov/preserv/preserve.html
Southern Library Network, Inc. ( SoliNet )
1438 West Peachtree Street, NW, Suite 200, Atlanta, GA 30309-2955
Phone: 404-892-0943 or 800-999-8558
www.solinet.net
This guide is also available in hardcopy from the KSHS Library/Archives
Records Management Section.
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