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HomeMy WebLinkAboutArchive Writer 1. Grant Award Recipient CHIEF ADMINISTRATIVE OFFICER ITHE STATE EDUCATION DEPARTMENT/THE UNIVERSITY OF THE STATE O,~ N.._EW YORK/ALBANY, NY 12234 Grants Finance. Room SIOW. Education Building. Albany. NY 12234 Te1.(518)474-48~5 Fex (518) 486-4899 //,~/~__L_~ L) t!~' ~;:'~" '>7 2. Project Number 058OO66335 TOWN OF $OUTHOLD PO BOX 1179 SOUTHOLD,N¥ 11971 4. Funding Source LOCAL GOV'T RECORDS HANAGEMENT 5. AppmvedBudget $48,374 3. AgencyCode 581005640067 6. Law Ed.L. 57a, 57.35 Reguiations NA Commissionem Reguiations 8 NYCRR 185, 188 7. Funding Dates 8. CFDAIndex Number 08/01/05-07/31/06 9. FimtPayment 10. FinalReport(FS-10-~ Due $24,187 08/30/06 11.SED Fiscal Contact 12. SED ProgmmContact MARIA DOS SANTOS GERALDINE REED (518)474-4815 9A81 CEC (518)486-1578 Date / Supewiddr, Gran~ Finance This Grant Award constitutes formal approval of the grant application which you submitted to the New York State Education Department. It is the grantee's responsibility to conduct activities in accordance with applicable statutes, regulations, policies, terms, conditions and assurances. All grants am subject to further review, monitoring and audit to ensure compliance. The Department has the right to recoup funds if the approved activities are not performed and/or the funds are ex~pended inappropriately. In accordance with Section 41 of the State Finance Law, the State shall have no liability under this grant to the grantee or to anyone else beyond funds appropriated and available for this grant. The approved budget (FS-10) will be sent under separate cover. First payment can be expected within 2-4 weeks after receipt of approved FS-10 by grant recipient. Please keep this document with your project records. If you have any questions, call (518}474-4815. CF75OA: 05/23/05: SS' ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax ~63D 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 855 OF 2004 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BO.~RD ON NOVEMBER 30, 2004: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Joshua Y. Horton to execute an Historical Records Microfilming ~rant application, in the amount of $48,374.00 to the New York State Education Department, State Archives and Records Administratiom under the 2005-2006 Local Government Records Management Improvement Fund grant program, for the Town Clerk's Records Management Program. Elizabeth A. Neville Southold Town Clerk Customer Copy EV 474168945 US ,- UNITEDSTaTESPOST~IL$ERVIC~® ressee ~OM: ~ ~( 631, 1800 Elizabeth A. Neville, Town,Clerk TUkN LP. SCuT~OLO PO BOx 117~ SObT~OL[~ ~Y 1 71-09~ J TO:(~-,aE~ ~'x~;518 ) l17q-G926 r "1 New York State Archives Grants Admln and Program Support Un 9A81 Cultural Education Center Albany, New York 12230' L J FOR PICKUP OR TRACKING CALL 1-800-222-1811 www.usps.com Customer Copy $ /?.,CF" $ EXPRESS UNITED STATES POSTAL SERVICE® NY ll~?i-Gg~ Io. Cay T6: et~s~ mean ~o... 631r952-6814 Lorraine Hill CampiMII Region 10 Suffolk State Office Room 2B-48B Vet. ,Mem. Hwy Hauppauge NY 11788-5501 FOR PiCKUP OR TRACKING CALL 1-800-222-1811 www.usps.com Local Government Records Management Impmvemerd Fund Grant Project Application 2005-2006 Application Type (Check one): [] Individual [] Cooperative Log Number '"] Complex DO NOT WRITE IN THIS SPACE Date Received [] Disaster Recovery Applicant Information Local Government (Name) Town of Southold Department/Unit (REQUIRED) County Town Clerk/Archives/Records Management Suffolk Chief Adminis~ative Officer (LaM Name, First Name, Mc/Ms.) Joshua Y. Horton Supervisor (631 )765-1889 ( 631 ) 765-1823 jcehua.horton~town.ssuthold.n Address (Street, City, Zip Code) 53095 Main Road, Post Office Box 1779, Southold, Now York 11971 Project Director (Last Name, First Name, M~/Ms.) Is Project Director the RMO? [] Yes [] No Elizabeth A. Neville Title Telephone Number/Extension I Fax Number E-mail Address Town Clerk/RMO (631 )765-1800 I (631)765-6t45 e.neville{~town.ssuthold.ny.us Address (Street, City, Zip Cede) 53095 Main Road, Post Office Box 1779, Southold, New York 11971 Project Category (Check the appropriate category and sub-category -- no more than 1 category and 1 sub-category) [] INVENTORY [] Records Inventory [] INACTIVE [] Planning and Design AND PLANNING I--I Records Inventory Streamlined (no narrative required) RECORDS [] Storage and Ratdeval Office Retention Scheduling [] Microfilming [~L.~ecords Survey/Program Planning [] ACTIVE [J Files Management [] Disaster/Business Recovery Planning [] Indexing and Access RECORDS [] Imaging and Document Management [] Geographic Information Systems [] eGovemment [] Records Systems [] Business Process Analysis [] HISTORICAL [] Assessing Your Historical Records [] Historical Records Storage Facility Improvement RECORDS [] Improving Access to Historical Records [] Microfilming [] Preservation [] Outreach/Public Programs [] EDUCATIONAL USES (no sub-categories) Amount Requested: $48,374.00 Number of Grants Previously Received: 8 Project Summary (Must be completed in this box. Briefly describe project, including scope and objectives) The Town of Southold requests funding to purchase a i9600 Kodak Archivewriter, software, services, and supplies for converting 845,062 digital records onto silver halide 16 mm microfilm. A backfile conversion of another 1,000,000 digital images of permanent town records as well as additional town/county, and other special district applications are also planned for after the conversion of the 845,062 digital records. The Kodak Document Archivewriter will interface with the existing Suffolk County Clerk Archivewriter and enable them to send us land records and deeds for microfilming. We will meet NYS Department of Archives requirements for long term records by the production of high quality first generation silver halide master microfilm that will be produced and stored off-site at Iron Mountain under proper humidity and temperature controls. Assemble the application in the following order: (* Items marked with an asterisk are required of all projects) a. *Grant Project Application (LG-1) b. Other Local Governments Participating in Cooperative Effort (LG~2) c. *Application narrative, consisting of four sections [not required for Records Inventory Streamlined sub-category] d. *Records Management Program Questionnaire Form (LG-3) e. *Projects Previously Funded by the LGRMIF (LG-4) f. Project Position Description Form (LG-5) [if hiring staff or consultants with grant funds] g. Consultant r~sum~ [if consultant is identified in the application] h. Vendor Quote Form (LG-6) i. Imaging and Microfilming Project Information Form (LG-7) [for each records series proposed for filming] j. Indexing Project Information Form (LG-8) [for all indexing projects] k. Other required materials: needs assessments, archival and conservation vendor/consultant treatment proposals, floor plans, consultant responses to RFPs, etc. I. Letter of intent [for cooperative projects only] m. *Proposed Budget for a Federal or State Project Form (FS-10) The application form (LG-1), not a cover letter or cover sheet, should be the first page reviewers see. When you flip over the grant proposal, page 8 of the budget should be face up so that reviewers and grants staff can access summary information without turning pages. Eligibility Checklist - Ineligible applications will not be processed Records Management Officer (RMO) appointed? [~Yes [] No [~N/A Appropriate schedule adopted? [~Yes [] No [] N/A Year RMO was appointed: 1988 Year schedu e was adopted: 1980 Certification and Approval The following signatures provide certification that all eligibility requirements as outlined in Grant Application and Reference Materials 2005-2006 have been met, and indicate approval of the application by the Chief Administrative Officer and the Records Management Officer (RMO). )FFICER Date , Supervisor, Town of Southold Officer RECORDS MANAGEMENT OFFICER (RMO) Signature ",~Iar~ss ~Sireet, ~i~/:" Zip ~ode) ........ 53085 Main Road, Post Office Box 1179, Southold, New York 11971 Date Submit an original and eight (8) copies to: New York State Archives Grants Administration and Program Support Unit 9A81 Cultural Education Center Albany, New York 12230 New York State Archives Form LG-I I 1/2004) NARRATIVE TOWN OF SOUTHOLD 2005-2006 LGRMIF I. STATEMENT OF THE PROBLEM · Rapid substantial increase in population of full-time residents since 9/11/01 The Town of Southold located, on the most northeasterly end of Long Island, is approximately 100 miles east of New York City. We have seen an increased influx of full-time residents from New York City since September 11, 200l. Although the number of tax parcels has not substantially changed, 18,215 tax parcels, the number of people living on them has. A large number of part-time summer residents have renovated their seasonal homes and moved out here fi'om New York City with their families on a full-time pen'nanent basis. In addition, people who have owned vacant lots have built homes on them and moved their families out here on a full- time permanent basis. The reason they have done this is for the safety and quality of life for their families. The head of the households or breadwinners choose to commute into New York City to their jobs to maintain their careers and income. But, they want their families here in Town of Southold on the eastern most point of Long Island. Also, in the age of the computer laptop, more people are working from their homes in lieu of traveling into the city. All available lots have been built on, even those that were considered not able to meet the requirements for building on. Parcels that had been vacant for 3'ears now have houses on them and families IMng here year round. We have definitely had an increase in traffic and sen'ices and therefore, au increase in inquiries and foil requests. Our tax base is supported predominantly by homeowners and small businesses (retail merchants). We have absolutely no commercial or corporate businesses in the Town of Southold to supplement and provide a comfortable tax base. Therefore, in order to provide these additional services since 2001, government officials have had to curtail spending for capital projects and-expenditures. All 2005 department operating budgets have been drastically cut. All requests for capital projects have been cut out of the budget with the exception ora few. · Lack of suitable storage space Regardless of our el'lbrts of maintaining our records center by timely destruction of non- permanent records, we are running out of space to store records. Our vault and records storage room are full to capacity. We are taking in more permanent records, none of which can be destroyed without first microfihning. We now have to store records in basement areas that do not have HVAC and under less than desirable conditions. We have located the permanent records in the secured areas and moved the non-pemlanent records to the compromised areas. But, with the increase iu records, I don't know bow long I can maintain this arrangement. Frankly, we have run out of space in the records rooms to maintain our records in the proper cootrolled enviromnent. The best way to alleviate the problem is to microfilm the records and dispose o f tbose that are determined not to have historic or intrinsic value. · Budgetary cutbacks due to construction of new Town Hall in near future 2 The request in the 2005 capital budget for the purchase of this Kodak Document Archive Writer was disapproved due to increased cost of providing se~'ices, NYS maodated Retirement Fund Contribution of $l.9 million dollars due in 2005, and need to construct new Town hall. For all of these reasons the Town is financially strapped and had to tighten its belt in the 2005 budget. Town Hall is no longer suitable to house their employees. Departments and employees of Town Hall are currently housed at three locations: the original Town Hall, leased space at nearby office complex; and leased space at a local bank. This arrangement compromises the efficiency of the operation of town departments and is an imposition on the general public to have to run back and tbrth between three (3) campuses to conduct their business. The Town Board has committed to the construction of a new town hall to attain a one campus town ball tbr all town departments in the coming year The current Town Hall built in 1977-1978 is in a dilapidated condition and in need of major structural repairs to the roof, foundation, windows and doors, floors, and replacement of heating, ventilating and air-conditioning, plumbing and sewer systems. After a careful review of an Engineer's report, it has been determined that it would be most cost effective and preferable to build a new one campus Town Hall site to house all Town Hall employees on the town property to the rear of the current Town Hall rather than to attempt to piece meal together all the necessary repairs and replacements to make tbe current one habitable. Unfortunately, the current Town Hall was built during the 1970's. a time period of very poor sbabby construction of public buildings. II. INTENDED RESULTS · Microfilm Permanent Records In 200l we installed the LaserFiche ilnaging system. We have a great number of our permanent records scanned in digital images and are working on scalming all permanent records. We would like to be able to convert them to computer-generated film (COM film). The Town of Southold has made the decision to scan and microfilm on a permanent basis. All permanent records are either already scanned or are targeted on a schedule to be scanned in the coming year. The reason they have committed to this technology is due to the tremendous success of the imaging project in providing access to multiple users of the permanent records by both staff and the general public. The Town Board has touted the scalming/imaging technology as the best computer upgrade in the last five (5) years. The reason they are choosing to microfilm is to alleviate storage problems. It is planned to greatljy reduce the records storage needs by implementing the nficrofilmiug of permanent Towo records. Those permanent records which are determined not to have a great historic or intrinsic value will be destroyed after microfilming and contbnning and testing of same. The Records Management Committee would convene at this time and make recommendations on what paper records should be disposed of. All paper that is not deemed to be of historical or intrinsic value will be disposed of. Thereby alleviating the records storage problem. Master microfilm will be produced which will last for 500 years stored under the proper conditions. · Protect the Town of Southold from any possible lawsuits after a catastrophic failure of electronic system. Microfihn is the preferred media for admissibility of records in court cases. Safeguard the Town of Southold archives from any natural and man-made diasters such as flood, earthquake, acts of war, etc. by storing of original silver halide master copy of microfilm off-site at Iron Mountain. September 1 l, 200l was a rude awakening on the safeguarding and protection of vital records. Microfilm stored off-site at iron Mountain under proper humidity and temperature controls is the preferred back-up. IlL PLAN OF WORK August 2005 - Acceptance of grant by Town Board resolution and signing of acceptance form. Preparation of, acceptance of and signatures on contract between the Town of Southold and the New York State Archives. · September 2005 Prepare and complete bidding process for Equipment. · October 2005 Purchase of equipment, installalion of software, site accreditation and training. · November 2005 through June 2006 - Microfilming of digital images. · July 2006 Preparation of final reports. The actual microfilming of tiff images 845,062 can easily be accomplished within this time period. At the rate of 200 tiffimages per minute, the project would take approximately 70 hours to accomplish. This wotdd allow lnore than ample the necessary time for cueing up and sizing the files and loading and unloading them for processing. Considering prep work, the total time to film one roll would be one hour. Estimating 400 rolls of fihn to be created in 400 bouts equals a 10 week period which can easily be accomplished with the grant period. The records xxill be broken dov,'n into categories and or departments and several records series will go onto the same roll of film. Therefore, this will cut down on the number of rolls as stated on LG-7 forms. All pem~anent records were listed on separate forms to show their importance, but several series will be combined onto some rolls of film. The microfilming will be perlbrmed during the evening hours. The Town of Southold will be responsible for the cost of all rolls of microfilm over 240 as requested in this grant, and for all developing and testing of rolls. 4 Once this initial amount of images are completed, we would continue on with the additional images that are constantly being added to the system and use the Archive Writer to accomplish this work for many years into the fnture. The value of this grant would continue long past the grant period for ninny .,,'ears into the future to presen'e our permanent records on microfilm. It is plmmed to interface with the Suffolk County Archive Writer to receive digital images of our Town of Southold deeds and microfilm. This will also allow us to receive newly filed deeds on a more timely basis. Currently it takes the county approximately 4-6 months to send us the paper deeds. We are also making plans to image and microfilm records for the local libraries, fire and park districts in the future. This Archive Writer would be well utilized to nficrofilm important permanent records well into the future years. JUSTIFICATION OF EXPENSES · CALCULATING PURCHASE OF KODAK DOCUMENT ARCHIVE WRITER VS. OUT SOURCING TO MICROFILM AGENCY The Town of Southold has queried a great number of vendors as to prices tbr converting digital records onto master silver halide 16 mm microfilm. A wide range of prices were quoted from $.032 to $.10 per image. 845,062imagesc~$.032 - $27,04l. .045 - $38,1)27. .06 = $50,703. .08 = $67,604. .10 - $84,506. The median price of out sourcing is $50,703.00 and exceeds the cost of the Equipment, Software, Site Accreditation, and supplies as requested in this grant. Microfihning these 845,062 digital images would be only the begilming of the ntilization of this Document Archive Writer to microfilm permanent records far into the future IV. LOCAL GOVERNMENT SUPPORT FOR RECORDS MANAGEMENT · The Southold Town Board has been extremely supportive of records management and technology and pledges their future support. The following documentation of support truly sbows how dedicated this Town is to Records Management. Staffing · There is one full-time records management assistant; aud four (4) part-time student inten~ positions dedicated to records management. In additiou, one community service student who shreds records exclusively. The Town Board allocated $56,100. in the Records Management budget line for personnel in 2005. · The Town Board recently hired an additional IT person at $52,000.00 to assure the necessary maintenance on the records management software and scanning/imaging system in the future. · In addition, the Town Clerk/RMO dedicates a significaut amount of her time to records management on a regular year-round basis, at a minimum three (3) hours a da3'. In 2001 the Town Clerlo"RMO initiated a successful town-wide digital imaging scanning project which she oversees on a daily continuing basis. Equipment · There are tour 14) desktop PC's in the records management office. · Plus four (4) PC's dedicated tbr public access in the hallway of Town Hall and the Town Hall Annex for use by the general public. · Two (2) scanners and one large scale scanner which purchased through a LGRMIF grant at a cost of $22,858.00, matching funds by Towu. · One (1) book scmmer Ivlinolta 7000, purchased at a cost of $12,495.00 was received through a LGP, M[F grant in 2003-2004, the balance was paid by the Town · Town Sen'er - current one $85~000. · The Town Board has allocated $100,000.00 in the 2005 budget for an additional new sen'er to support the digital imaging system and enable these records to be viewed over the network and also to support and develop e-government in the future. · In the 5'ear 2001, the Town spent over $175,000.00 on the scanning/imaging digital system and PC upgrades to support the system: plus $65,000 to effect an immediate scanning of Bnilding Department records. Supplies 6 · Records Mauagement Software purchased through a LGRMIFgrant in 2001-2002 at a cost of $6,485. · Recent upgrade to imaging system in the amount of $13,568.00 during 2004 · All records are housed in the vault and records rooms on the prescribed metal sheMng. · Records storage boxes purchased as needed, approximately $300.00 per year or more. Space Two rooms in the basement vault room and records storage room (diagrams attached) Which are environmentally maintained by HVAC units purchased through a LGRMIF grant in 1999-2000 in the mnount of $18,566.00 and lnatching funds contribution by the Town of Southold in the amount of $18,566.00. Also contains a PC with records management software for locating records in these two rooms. A portion of the vault room is dedicated to historical records which are housed in acid- free boxes. One ground level records management office 12 feet by 18 feet (diagram attached) adjacent to the Town Cler~RMO's ot¥ice. Imaging equipment is located here as shown on diagram. 14' - 0" CORRIDOR WORK TABLE PS 7000 MANOLTA BOOK SCANNER A 9'_SEMBt Y SOUTHOLD TOWN HALL Records Management Office Scale: 1/4" = t'-0" Records Storoge Row S Records Storoge Row R RECORDS V,"~ I,.Ul.,; 34' - 4" HVAC Unit SOUTHOLD TOWN HALL Records Storage Room Scale: 1/8" = 1'-0" t Row G Row H Row I Row J Row K HVAC Unit HVAC Un;[ SOUTHOL~) TOWN HALL Records VAULT Storage Scale: 1/8" = 1'-0" Local Government Records Management Improvement Fund RECORDS MANAGEMENT PROGRAM QUESTIONNAIRE FORM Each applicant and each member of a proposed cooperative project must complete this form. Attach additional sheets if further explanation is necessary. Local Government Name Town of Southold Population Served ? Annual Operating Budget 21,747 $30,475,258. Full-time: 158 Part-time: 54 Program Development Records management program has been formalized through the adoption of [] Yes local legislation, ordinances, or resolutions Records Advisory Board has been appointed [] Yes Records management plan has been written [] Yes Separate line item for records management has been established in the budget [] Yes Support for Records Management Level of funding budgeted for records management Number of employees dedicated to records management Inventory Information A records inventory has been completed State Archives inventory worksheets were used in conducting the inventory Results of the inventory were used to complete a needs assessment Total volume of active records in the custody of the local government Total volume of inactive records in the custody of the local government Total volume of records involved in the project Volume of active and inactive records with amhival (permanent) value (Continued on reverse) $56,100. 4 [] No [] No [] No [] No [~Yes []No []Yes []No [~Yes [No 2148 cu. ff 2231 cu. ff, 338 cu. ff. 1994 cu.~, New York State Archives Form LG-3 (1/2004) Program Activities Records are destroyed when their minimum retention periods are met [] Yes [-1No Inactive records are stored in a secure inactive storage area or facility [] Yes []No If yes, is steel shelving designed for one-cubic-foot boxes used? [] Yes Policies and procedures are in place to ensure inactive records are routinely [~Yes [-1No transferred from office space to inactive storage A program is in place to ensure the security, permanent storage1 preservation, []Yes ~lNo and use of archival records Micrographic and/or digital imaging processes are used as a records []Yes I--INo management tool Automated information systems are used to assist in the management of records []Yes []No Do you have an up-to-date disaster plan covering records? []Yes I~No ,-Local Government: Name of the local government whose information is being reported. 1'Population Served: Data from the 2000 Census or a recent official estimate. School districts should enter total resident population of the geographic area covered by the school district. Certain special-purpose units of local government may not be able to provide population figures. ->Annual Operating Budget: Local government's total operating budget figure for the current fiscal year, not just the budget for records management. ,[,Total Number of Employees: Total number of employees working for your local government, not just records management staff. New York State Archives Form LG-3 (1/2004) Local Government Records Management Improvement Fund Projects Previously Funded by the LGRMIF This form must be completed by each applicant and by each member of a proposed cooperative project. Describe all LGRMIF grants your local government has received in the last five ($) years. Include special initiatives. Space has been allowed to enter information on up to six (6) grants. Photocopy this form as needed. Name of Local Government: Town of Southoid Local government has never participated in an LGRMIF grant [] Local government participated in an LGRMIF grant awarded prior to 2000 [] Grant year: 2003-2004 I Category: Microfilming I Award: $ 10,598. Project's purpose, objectives, and results (qualitative and quantitative): Preserve Historic Books by purchase of large scale book scanner Grant year: 2001-2002 I Category: Active Records Project's purpose, objectives, and results (qualitative and quantitative): Image large scale documents and maps by purchase of lar~]e scale scanner year: 2000-2001 I Category: Grant Project's purpose, objectives, and results (qualitative and quantitative): Improve management of records with installation of records mangement software year: I Category: Grant I Award: $ 12,778. I Award: $ 5,500. I Award: $ Project's purpose, objectives, and results (qualitative and quantitative): year: J Category: Grant Project's purpose, objectives, and results (qualitative and quantitative): t Award: $ Grant year: I Category: Project's purpose, objectives, and results (qualitative and quantitative): t Award: $ PHOTOCOPY THIS FORNI AS NEEDED New York State Archives Form LG-4 (1/2004) Local Government Records Management Improvement Fund Vendor Quote Form Please complete this form to provide evidence that you have contacted three vendors for price quotes. One or more of the quotes may be derived from State Contract Listing (',w,,-w.o§s.state.r~:y.us/purchas¢). Photocopy the form if you must submit more than one Vendor Quote Form. Instructions for completing the form are on the reverse side. Vendor's Name and Address Description of Item State Contract Quoted or Service* Number Price 4. Image Access Corp. 9610 Kodak Archivewdter $33,679.00 252 Hudson Street Site Accreditation $2,995.00 Hackensack, NJ 07601 Kodak AWlS Software $5,280.00 2. The DRS Group 9610 Kodak Archivewriter $34,448.00 50 West 17t~ Street Site Accreditation $3,500.00 New York, NY 10001 Kodak AWlS Software $5,400.00 3. Microlmages 9610 Kodak Archivewriter PC57212 $33,682.00 80 Country Downs Circle Site Accreditation $3,500.00 Fairport, NY 14450 KodakAWIS Software $5,280.00 *For services rendered, provide more detail in the grant narrative. 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Reference Archive System Database Repository nd storing archived records is eas}; inexpensive, and .-u':ure. When users want to refer to specific records, they an search you~ enterprise database from within their pplications. Requests pass over your network to your hoice of retrieval workstations available from Kodak. lere the record will be found, digitized, and returned. -','cords can be batch processed and automatically ~anaged as folders. The digital images can then be ~urposed just like any other digital file. They can be i*tributed according to the requestor's needs as ha~d opy output, faxes, or e-mail attachments, or stored on n image sereer ming your current compression scheme. ~he requesting pasties, whether users on your network r external customers or auditors, can then be directed to hese images via links embedded in e-mails. IMPLEMENT REFERENCE ARCHIVING WITH SPEED AND QUALITY. All the hardware, software, and media necessary to create and access a Reference Archive of digital records is available now. The process has been proven already in large-scale document management and content management applications. The core technology is based on ISO/ANSI standards ming media with a certified life expectanc:y of 500 years.** As a records management solution, Reference Archiving is virtually future-proo£ And the i9600 Series Writers provide fast, convenient output with quality that stands up to comparison with a printed page, but with storage and management properties that are much more e~icient and cost-effective. · lng Kodak i9600 Series Writers GET A COMPLETE REFERENCE ARCHIVING SOLUTION FROM THE COMPANY TNAT'S laBEN THE EXPERT IN SECURE RECORDS MANAGEMENT FOR OVER 70 YEARS. Enhance 3'our risk mitigation strategies by adding a Reference Archive. The technology is available today and based on industry standards. From exporting records to delivering them back to desktops, you can implement a process that's essentially transparent to end-users, yet will deliver complete, reliable records for years to come. A Reference Archive begins with a robust recoM capture subsystem, built around the proven architecture of the i9600 Series Writers. The process includes: File transfer from the application system(s) is managed by the KODAK i9600 Application Software Kit. It controls formatting and applies standard indexing coding for later automated retrieval driven by request processor &Pis. Output to archival media is performed by the i9600 Series Writer, which operates in an unattended mode. Performance measures appear belo~: Compression i9610 i9620 Packing Factor Throughput* Throughput* Density 24:1 85 170 7.225 images/roll 40:1 200 400 17,600 images/rell *Average images per minute (ipm); actual performance is dependent upon application Media loading is facilitated by the KODAK Smart Cassette, Model 100 and Model 215. For automatic redundancy., two c,~settes can be used at once to produce two sets of output with no reduction in throughput speed. Compact, archival storage is provided by KODAK Reference Archive Media. This standard 16mm, high-quality microfilm is ISO/ANSI-certified for a life expectancy of 500 years when properly processed and stored under controlled conditions. It's easy to implement a reference archive as part of your overall records management strategy. Improve your integrity and cost-effectiveness while providing continuous access. Ask your Authorized Reseller of KODAK Products to show you how. Height 1196 mm (47.1 in.) '%'-× Weight Length ~ [ 159 kg 810 mm Width (350 lbs.) (31.9 in.) 615 mm (24.2 in.} CONTACT INFORMATION EASTMAN KODAK COMPANY Commercial Ima$in~, Rochester, NY 14650 1-800-944-6171 DIE M[~(ICO Mafiano Ot~ro 40~ Guadulajara, Mexico (5~3}-678-6261 For other areas outside the U.S.A., call +1-585-722-9287 kodak.con~go/docimaging Kodak  We're here for you.  COMMERCIAL novation you can count onTM i M A O I N G www. lmag~AocessCorp.com ~ H r~n ~met Hac~ensacR, NJ 07601 201 342.7878 fax 201 487.3456 NOVEMBER 2, 2004 NEW YORK STATE COIqTRACT ]~IC1NG GOOD THRU 12-31-2004 PR]C~O FOR HARDWARE AND SOFTWARE FOR SOUTHOLD TOWN CLERK ArfN: EL~dSETH A. NEVILLE QTY PRODUCT DESCRII~ClON I UNIT EXTENDED SERVICE / PRICE PRICE LICENSE** 1 I ~oal~kIDi~it~l S 'cie"ce D~ol3t I~r;~ive' W~ter ' I$ 2,~ .~ $ I2,~ '~ N/A Site Accreditation (Must be preformed By KODAK Authorized ~ Reseller.& Training I Kodak AWlS - Archive writer Latetface Soi~ware 5,280.00 5,280.00 N/A : ' ; sc~-ror~(Sorrm~,~): $ #,2?$.## N/~ I Kodak v°CUment ~rchi~; Writer Mod~il i9610 " 33,679.'00 33,679.00 Below 200 images/minute Care Kit Extended Service for 36 Months 4 Archive Wtiter FDm Cassettes 100 f~. 770.00 3,080.00 N/A ~ J $~-ror~z (l~4nowAn*): $8.$09.0# N/A 12 Archive'Wl~te;'Fi]irll 100 ff. S9~-197 236.00 2,8~.00 "' N/~ ~s 20 rolls/~ Prong of~cro~ 3.95/ro~ ~D M~ng 1.95/ro~ b~k to Southold N~e: Sou~ ~ 500,0~ ~ ~ a b~k file T~t ~R r~m 2~ roRs o~ Notes: Above pricing is valid for 30 days from the date of this q~otation unless otherwise noted. All prices quoted are FOB Origin, Freight Pre-paid and Added Prices do not include wpplicable sales tcoa All ltems carry the Manufacturer's Standard Warranty. Leaslne Based on above System 3 Year Term $ See Lease/month plus Tax [MAC~ ACCESS CORPORATION Kodak d/g/roi $ci~'l,lC~ Specialists in Imaging Systems October 25, 2004 Ms. Elizabeth Neville Town of Southold Clerk 53095 Main Road PO Box 1179 Southold, NY 11971 Dear Ms. Neville: Attached are the prices for the Kodak i9610 Writer and supplies that you requested. These prices are based on the current New York State Contract #PC57212. As you know, the Kodak i9600 Writer System can provide analog support for the county's digital imaging system. This "multiple media" approach can provide you with the best features of each system - the speed of access and distribution of images associated with digital imaging, along with the long-term storage and preservation associated with microfilm. As you review this information, please don't hesitate to contact me ifI can be of any assistance. I look forward to working with you further, as you continue to expand your imaging operation. Please feel free to contact me at mieroimages~aol.com, or you can reach me via voice mail at (800) 388-0604, Mailbox #200-9327. Sincerely, Michael Iadarola Regional Manager Micro Images Quote Kodak i9610 Price Quote for Town of Southold October 25, 2004 QTY Product Description 1 Kodak i9610 Document Archive Writer I Kodak i9600 Application Software Kit 4 Kodak lmagelink Smart Cassette 1 KODAK Archive Writer Site Accreditation & Software Training Purchase Price $33,682 $5,280 $772 $3,500 Extended Price $33,682 $5,280 $3,088 $3,500 Microfilm Processing Price Quote for Town of Southold October 25, 2004 QTY Product Description 240 Kodak Archive Storage Media (16MM X 100') 240 Diazo Duplicates Shipping and Handling* *The costs for Shipping can only be determined by the number of roils to be shipped at a single time Unit Price $12.06 $7.95 TBD Total Price $2,894 $9~8 $1,908 · Prices are based on NY State Contract #PC57212 which expires on 12/31/2004 · Pricing includes 90 day product Warranty · Quoted prices reflect a 5% discount for payments made within 30 days of invoice · Payment obligation shall be performed in Potter County, TX, by mailing payment to PO Box 2535 in Amarillo TX 77105-2535 · There is a 25% restocking charge on hardware shipped but not installed and still in the original packaging. There is a no return policy for hardware that is installed regardless of usage. Any software opened or installed cames a no return policy regardless of usage. In most cases, unless specified, warranty and service claims will be with the manufacturer. Local Government Records Management improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~]DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) 8udal Permits Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1914-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 765 images and the number of pages. MICROFILM. Format of use copies: Total number of camera roils (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm 1 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE. [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT: [] Ink PAPER COLOR: [] White % FASTENERS. [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Roiled Minimum size in inches: x [] O, ther (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY [] Immediate ACCESS: [] Public REFERENCE COPY. []Microfilm [] Day [] Week [] Month [] Year [] Within I day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Amhives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL ~MAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (yEARS) Bkth Records Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1881-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 3182 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 1 16mm 35mm Total number of diazo or vesicular duplicate rolls: t 16mm 35mm TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION. [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS' [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 6 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY [] Immediate ACCESS: [] Public REFERENCE COPY' E]Mlcrofilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within I week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (yEARS) Death Certificates Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 188'~-2004 TOTAL NUMBER OF IMAGES 9367 Explain in the narrative any discrepancies between the number of images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE. [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 4 16mm 35mm 4 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE' [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other tspecify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 12 per [] Day [] Week REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within I week [] Staff [] Both [] Paper [] Electronic copy New York State Archwes Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THATAPPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM iMAGES TO DIGITAL IMAGE []DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Marriage Certificates Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1881-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 3872 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 2 16mm 35mm Total number of dJazo or vesicular duplicate rolls: 2 16mm 35mm TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES. 6 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY' []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LC-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE []DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Building permits Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 MU1, pg 17a, 5 [60] a TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 388,860 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 156 '16mm 35mm Total number of diazo or vesicular duplicate rolls: 156 16mm 35mm TYpE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT' [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBEROF REFERENCES lOper [] Day [] Week REFERENCES NEEDING COPIES: 80% RETRIEVAL URGENCY: [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Arcil~ves Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~]DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Building Permit Plans Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND iTEM NUMBER) 1957-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 93,600 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 37 16mm 35mm Total number of diazo or vesicular duplicate rolls: 37 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA' [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE' [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 25% RETRIEVAL URGENCY: [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM iMAGES TO DIGITAL tMAGE ~;~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Pre C/O ~es Permanent DATE RANGE OF RECORDS 1957-2004 RECORDS SCHEDULE (NAME AND ITEM NUMBER) MU1, pg 17a, 5.[60] a TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 11,724 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 6 16mm 35mm Total number of diazo or vesicular duplicate rolls: 6 16mm 35mm TYpE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: 200 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION [] Fragile % IMPRINT' [] Ink PAPER COLOR: [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: [] Other (specify) % [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Folded [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES 1000% RETRIEVAL URGENCY: [] Immediate ACCESS [] Public REFERENCE COPY: [-]Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-711/2004} Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MtCROFILM IMAGES TO DIGITAL IMAGE [~DIG~TAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (yEARS) Building Dept Permit Numerical Index Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 1,045 images and the number of pages. MICROFILM: Format of use copies: Total number of camera mils (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: 50 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm I 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION' [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 20 per [] Oay [] Week REFERENCES NEEDING COPIES 20% RETRIEVAL URGENCY: [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE r~DIGITAL iMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Zoning Board Meeting Minutes Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 MU1, pg, 1.[1] TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 25,280 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 10 16mm 35mm Total number of diazo or vesicular duplicate rolls: 10 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Arphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT' [] Ink PAPER COLOR. [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] F~at % [] Rolled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 20 per REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY: [] immediate ACCESS: [] Public REFERENCE COPY []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG~7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL iMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Zoning Determinations and Actions Files Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 MU1, Pg 22a, 4.[649] TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 46,515 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 18 16mm 35mm Total number of diazo or vesicular duplicate rolls: 18 16mm 35mm TYPE OF FILE [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: 200 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAP'ER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 25 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY. [] Immediate ACCESS: [] Public REFERENCE COPY: [~Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Zoning Board Tax Map # index Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 4273 images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: 200 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 2 16mm 35mm 2 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appeanng % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES' 20% RETRIEVAL URGENCY: [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold I ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Land Preservation Meeting Minutes Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1991-2004 MU1, pg 1,111] TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 399 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): I 16mm 35mm Total number of diazo or vesicular duplicate rolls: 1 16mm 35mm TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: 30 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital imagos DOCUMENT SIZE: [] Uniform [] Varies PAPER TYPE: [] Uniform [] Varies PAPER CONDITION [] Fragile % % IMPRINT. [] Ink PAPER COLOR: [] White % FASTENERS: [] Bound [] Other electronic formats (such as word processing files) Maximum size in inches: x Minimum size in inches: x [] Bond [] Tissue [] Card [] Other (specify) [] Flat % [] Rolled % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Photostat [] Other: [] Clips [] Folders [] Staples RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY: [~Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LC-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL iMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL iMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Development Rights/Open Space Easements Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 1250 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): I 16mm 35mm Total number of diazo or vesicular duplicate rolls: 1 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Roiled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS' [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS. [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Amhives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] MICROFILM IMAGES TO DIGITAL IMAGE [] DIGITAL DOCUMENTS TO DIGITAL IMAGE MICROFILMING [] PAPER DOCUMENTS TO MICROFILM C~DIGITAL IMAGES TO MICROFILM RECORDS DESCRIPTION NAME OF RECORDS SERIES Landbank 2%'s County Preservation Fund DATE RANGE OF RECORDS 1998-2004 TOTAL NUMBER Of IMAGES 4948 RETENTION PERIOD (yEARS) Permanent RECORDS SCHEDULE (NAME AND ITEM NUMBER) Explain in the narrative any discrepancies between the number of images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 2 16mm 35mm Total number of diazo or vesicular duplicate rolls: 2 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: 1000 pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT: [] Ink PAPER COLOR [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY [] ~mmediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within I day [] Within 1 week [] Staff [] Botl~ [] Paper [] Electronic copy New York State Archives Form LC-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~]DIG~TAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Trustees Meeting Minutes ' Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 MU1. pg 1, 1.[1] TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 5500 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera roils (original): 2 16mm 35mm Total number of diazo or vesicular duplicate roils: 2 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA. [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile IMPRINT: [] Ink PAPER COLOR: [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Vades [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: [] Other (specify) % [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples x [] Folded [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES: 75% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY. []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archwes Form LG-7 11/2004) Local Govemment Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL iMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~]D~GITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION'PERIOD (YEARS) Wetlands Permits Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1946-2004 MU1, pg I 1 [1] TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 72,920 images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duphcate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: 100 pages per year ARRANGEMENT' [] Alphabetical [] Numerical [] Diaze or vesicular microfilm [] Digital images 29 16mm 35mm 29 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE' [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES. 10 per [] Day [] Week REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY: [] Immediate ACCESS [] Public REFERENCE COPY: r']Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 11/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] MICROFILM IMAGES TO DIGITAL IMAGE [] DIGITAL DOCUMENTS TO DIGITAL IMAGE MICROFILMING [] PAPER DOCUMENTS TO MICROFILM [~DIGITAL IMAGES TO MICROFILM RECORDS DESCRIPTION NAME OF RECORDS SERIES Town Board Meeting Minutes DATE RANGE OF RECORDS 1945-2004 TOTAL NUMBER OF IMAGES 18,280 RETENTION PERIOD (yEARS) Permanent RECORDS SCHEDULE (NAME AND ITEM NUMBER) Explain in the narrative any discrepancies between the number of images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 7 16mm 35mm Total number of diazo or vesicular duplicate rolls: 7 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: 500 pages per year ARRANGEMENT: [] AlphabeticaJ [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT [] Ink PAPER COLOR' [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 20 per REFERENCES NEEDING COPIES: 575% RETRIEVAL URGENCY [] Immediate ACCESS: [] Public REFERENCE COPY: [~Microfllm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Ima§ing and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~;~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Agreements, Contracts and Leases Permanent involves special districts DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1960-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 8545 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 4 16mm 35mm Total number of diazo or vesicular duplicate rolls: 4 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT. [] Ink PAPER COLOR: [] White % FASTENERS. [] Bound [] Varies Maximum size in inches: x Minimum size in inches: x [] Varies [] Bond [] Tissue [] Card [] Other (specify) % [] Flat % [] Rolled % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 5 per REFERENCES NEEDING COPIES. 50o/0 RETRIEVAL URGENCY: [] immediate ACCESS: [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within I day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 t 1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Highway Dedications Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) ~642-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of ~ 1,660 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 5 16mm 35mm Total number of diazo or vesicular duplicate roils: 5 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT [] Ink PAPER COLOR. [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 6 per [] Day [] Week REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY' [] Immediete ACCESS' [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 { 1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Local Law files Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1964-2004 TOTAL NUMBER OF iMAGES Explain in the narrative any discrepancies between the number of 8500 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 4 16mm 35mm Total number of diazo or vesicular duplicate rolls: 4 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY [] Immediate ACCESS [] Public REFERENCE COPY: [--1Microfilm [] Month [] Year [] Within I day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE []DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Notice of Claim Files Permanant DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1952-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 17,520 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 7 16mm 35mm Total number of diazo or vesicular duplicate roils: 7 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT: [] Ink PAPER COLOR: [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS. [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG~7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL iMAGE []DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Waivers Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 2002-2004 TOTAL NUMBER OF ~MAGES Explain in the narrative any discrepancies between the number of 621 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera roils (original): I 16mm 35mm Total number of diazo or vesicular duplicate ro~ls: 1 16mm 35mm TYPE OF PILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT' [] Ink PAPER COLOR: [] White % FASTI~NERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Rolled Minimum size in inches: [] Other (specify) % [] Typed [] Pencil [] Handwritten [] Other (specify) % [] Color % [] Negative appearing % [] Clips [] Folders [] Staples X [] Folded [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 2 per REFERENCES NEEDING COPIES: 10% RETRIEVAL URGENCY: [] Immediate ACCESS [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LC-7 (1/2004) Local Government Records Management improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROF~LM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Insurance Policies Permanent CATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1989-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 817 images and the number of pages. MICROFILM: Format of use copies: Total number of camera mils (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm 1 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE' [] Uniform PAPER TYPE: [] Uniform PAPER CONDITION: [] Fragile % IMPRINT: [] Ink PAPER COLOR: [] White % FASTENERS: [] Bound [] Varies Maximum size in inches: x [] Varies [] Bond [] Tissue [] Card % [] Flat % [] Roiled Minimum size in inches: x [] Other (specify) % [] Folded [] Typed [] Pencil [] Handwritten [] Other (specify) [] Color % [] Negative appearing % [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES 50% RETRIEVAL URGENCY' [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LC-7 (I/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE []DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Change of Zone Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1957-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 62,940 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 25 16mm 35mm Total number of diazo or vesicular duplicate rolls: 25 16mm 35mm TYPE OE FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS. [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 6 per REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY: [] Immediate ACCESS. [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within I week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LC-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Flood Maps Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1998 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 40 images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duplicate roils: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm I 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES. 12 per [] Day [] Week REFERENCES NEEDING COPIES' 100% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within I week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 {1/20041 Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~]DIGITAL iMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Town Historian Historical Records Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1675 -1898 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 287 images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duplicate rolls: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm I 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS' [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES- 100% RETRIEVAL URGENCY: [] Immediate ACCESS: [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within I week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold I ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~]DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Notes and Mortgages Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) t 957-2004 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 181 images and the number of pages. MICROFILM: Format of use copies: Total number of camera rolls (original): Total number of diazo or vesicular duplicate roils: TYPE OF FILE: [] Closed (no additional records) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Diazo or vesicular microfilm [] Digital images 1 16mm 35mm 1 16mm 35mm [] Open (additional expected) [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION. [] FragiJe % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR' [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 3 per REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY [] immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) Local Government Records Management Improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVITIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE [~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Accounting Dept Annual Financial Reports Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND ITEM NUMBER) 1997-2003 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 755 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera rolls (original): 1 16mm 35mm Total number of diazo or vesicular duplicate rolls: I 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROWTH: pages per year ARRANGEMENT: [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE. [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR. [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 6 per REFERENCES NEEDING COPIES: 50% RETRIEVAL URGENCY' [] Immediate ACCESS' [] Public REFERENCE COPY: []Microfilm [] Day [] Week [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 fl/2004) Local Government Records Management improvement Fund Imaging and Microfilming Project Information Form LOCAL GOVERNMENT NAME Town of Southold ACTIVtTIES (CHECK ALL THAT APPLY) IMAGING MICROFILMING [] PAPER DOCUMENTS TO DIGITAL IMAGE [] PAPER DOCUMENTS TO MICROFILM [] MICROFILM IMAGES TO DIGITAL IMAGE ~;~DIGITAL IMAGES TO MICROFILM [] DIGITAL DOCUMENTS TO DIGITAL IMAGE RECORDS DESCRIPTION NAME OF RECORDS SERIES RETENTION PERIOD (YEARS) Deeds Permanent DATE RANGE OF RECORDS RECORDS SCHEDULE INAME AND ITEM NUMBER) 1884-2001 TOTAL NUMBER OF IMAGES Explain in the narrative any discrepancies between the number of 41,416 images and the number of pages. MICROFILM: Format of use copies: [] Diazo or vesicular microfilm [] Digital images Total number of camera mils (original): 16 16mm 35mm Total number of diazo or vesicular duplicate roils: 16 16mm 35mm TYPE OF FILE: [] Closed (no additional records) [] Open (additional expected) ANNUAL GROVVTH: pages per year ARRANGEMENT' [] Alphabetical [] Numerical [] Chronological [] Other (specify) CHARACTERISTICS ELECTRONIC DATA: [] Digital images [] Other electronic formats (such as word processing files) DOCUMENT SIZE: [] Uniform [] Varies Maximum size in inches: x Minimum size in inches: x PAPER TYPE: [] Uniform [] Varies [] Bond [] Tissue [] Card [] Other (specify) PAPER CONDITION: [] Fragile % [] Flat % [] Rolled % [] Folded % IMPRINT: [] Ink [] Typed [] Pencil [] Handwritten [] Other (specify) PAPER COLOR: [] White % [] Color % [] Negative appearing % % FASTENERS: [] Bound [] Clips [] Folders [] Staples [] Photostat [] Other: RETRIEVAL NUMBER OF REFERENCES: 10 per [] Day [] Week REFERENCES NEEDING COPIES: 100% RETRIEVAL URGENCY: [] Immediate ACCESS [] Public REFERENCE COPY: []Microfilm [] Month [] Year [] Within 1 day [] Within 1 week [] Staff [] Both [] Paper [] Electronic copy New York State Archives Form LG-7 (1/2004) The UniversiD' of the State of New York THE STATE EDUCATION DEPARTMENT (see instructions for mailing address) PROPOSED BUDGET FOR A FEDERAL OR STATE PROJECT FS-I0 (I0/02) Funding Source: Report Prepared By: Agency Name: Mailing Address: Local Agency Information Local Government Records Management hnprovement Fund Elizabeth A. Neville, Town Clerk/RlVlO Town of Southold 53095 Main Road, Post Office Box I 179 Southold Street New York State 11971 Zip Code Telephone#: 631 765-1800 E~Mail Address: e.neville~town.southold.ny.us Project Operation Dates: 08 / 01 / Start Connty: Suffolk 2005 07 //31 /2006 End INSTRUCTIONS Submit the original budget and the required number of copies along with the completed application directly to the appropriate State Education Department office as indicated in the application instructions for the grant program for which you are applying. DO NOT submit this form to the Grants Finance. Enter whole dollar amounts only. Prior approval by means ofan approved budget (FS-10) or budget amendment (FS-10-A) is required for: · Personnel positions, number and ~'pe · Equipment items having a unit value orS1.000 or more, number and type Minor remodeling · Any increase in a budget subtotal (professional salaries, purchased services, travel, etc.) by more than 10 percent or $1,000, whichever is greater · Any increase in the total budget amount. 4° Certificatiou on page 8 must be signed by Chief Administrative Officer or designee. 4° High quality computer generated reproductious of this form may be used. For changes in agency or payee address contact the State Education Department office indicated on the application instructions for the grant program for which 5ou are applying. For further information on budgeting, please refer to the Fiscal Guidelines for Federal and State Aided Grants which may be accessed at www.nssed.gov/cafe or call Grants Finance at (518) 474-4815. FS-10 Page3 PURCHASED SERVICES: Code 40 Include consultants (indicate per diem rate), rentals, tuition, and other contractual services. Copies of contracts ma.,,' be requested by the State Education Department. Purchased Sen'ices from a BOCES, if other than applicant agency, should be budgeted under Purchased Services with BOCES, Code 49. Description of Item Provider of Services Calculation of Cost Subtotal - Code 40 Proposed Expenditure SUPPLIES AND MATERIALS: Code 45 Include computer software, library books and equipment items under $1,000 per unit. Proposed Description of Item Quantily Unit Cost Expenditure Film Cassettes 4 $77(~. $3,080~ $2,832. Film 12 cases $236. Subtotal - Code 45 $5.912. FS-10 Page 6 EQUIPMENT: Code 20 All equipment to be purchased in support of this project with a unit cost of $1,000 or more should be itemized in this category. Equipment items under $1,000 should be budgeted under Supplies and Materials, Code 45. Repairs of equipment should be budgeted under Purchased Services. Code 40. Description of Item Quantity.' Unit Cost Proposed Expenditure 1 $3,500. $3,500 Kodak Digital Science Document Archive Writer site accreditation Kodak AWIS Archive Writer interface software Kodak Document i9600 Archive Writer $5,280. $33,682. Subtotal - Code 20 $5,280 $33,682. $42,462. FS-10 BUDGET SUMMARY SUBTOTAL CODE PROJECT COSTS Professional Salaries 15 Support Staff Salaries 16 Purchased Services 40 Supplies and Materials 45 5,912. Travel Expenses 46 Employee Benefits 80 Indirect Cost 90 BOCES Services 49 Minor Remodeling 30 Equipment 20 42,462. Grand Total 48,374. CHIEF ADMINISTRATOR'S CERTIFICATION I herel~y certify that the requested budget amounts are necessary for the implementation qf this prqject and tha½ this agency is in compliance with at,plicable Federal and St,ac laws and/eflula~ /7 '"'"' Dale /' SJgnatnre / Jo~hna ¥. ltorton~pervi$or, Iown of So~thold Name and Title of Chief Administrative Officer Page 8 Agency Code: Project #: (If pre-assigned) I Tracking/Contract #: (Special legislative projects only) Federal Employer ID #: (New non-municipal agencies only) Agency Name: Town of Southold ,,1 FOR DEPARTMENT USE ONLY Funding Dates: /__/__ __/__/ From To Program Approval: Date: Fiscal Year Amount Budgeted First Payment Finance: Voucher # Log First Payment Approved MIR 1. Grant Award Recipient CHIEF ADMINISTRATIVE OFFICER TOWN OF SOUTHOLD PO BOX 1179 SOUTHOLD,N¥ 11971 4. Funding Soume LOCAL GOV'T RECORDS MANAGEMENT 5. Appmved Budget $48,374 3. Agency Code 581005640067 6. Law Ed.L. 57a~ 57.35 Regulations NA Commissioners Regulations 8 NYCRR 185, 188 7. Funding Dates 8. CFDA Index Number 08/01/05-07/31/06 9. First Payment 10. Final Report (FS-10-F) Due $24,187 08/30/06 11. SED Fiscal Contact 12. SED Program Contact MARIA DOS SANTOS GERALDINE REED (518)474-4815 9A81 CEC (518)486-1578 Date ! I March, rot 7ollo/.~ Supontis~:~', Grants Finance This Grant Award constitutes formal approval of the grant application which you submitted to the New York State Education Department. It is the grantee's responsibility to conduct activities in accordance with applicable statutes, regulations, policies, terms, conditions and assurances. All grants are subject to further review, monitoring and audit to ensure compliance. The Department has the right to recoup funds if the approved activities ars not performed and/or the funds are expended inappropriately. In accordance with Section 41 of the State Finance Law, the State shall have no liability under this grant to the grantee or to anyone else beyond funds appropriated and available for this grant. The approved budget (FS-10) will be sent under separate cover· First payment can be expected within 2-4 weeks after receipt of approved FS-10 by grant recipient. Please keep this document with your project records. If you have any questions, call (518)474-4815. CF75OA :05/23/05: SS The University of the State of New York THE STATE EDUCATION DEPARTMENT (see instructions for mailing address) PROPOSED BUDGET FOR A FEDERAL OR STATE PROJECT FS-10 00/02) Funding Source: Local Agency Information Local Government Records Management Improvement Fund Elizabeth A. Neville, Town Clerk/RMO Town of Southold 53095 Main Road, Post Office Box 1179 Street Southold New York 11971 City State Zip Code Report Prepared By: Agency Name: Mailing Address: Telephone#: 631 765-1800 E-Mail Address: e.neville~towo.southold.nyAl5 Project Operation Dates: 08 / 01 Start County: Suffolk 2005 07 / 31 / 2006 End INSTRUCTIONS Submit the original budget and the required number of copies along with the completed application directly to the appropriate State Education Department office as indicated in the application instructions for the grant program for which you are applying. DO NOT submit this form to the Grants Finance. Enter whole dollar amounts only. Prior approval by means of an approved budget (FS-10) or budget amendment (FS-10-A) is required for: · Personnel positions, number and type · Equipment items having a unit value of $1,000 or more, number and type · Minor remodeling · Any increase in a budget subtotal (professional salaries, purchased services, travel, etc.) by more than 10 percent or $1,000, whichever is greater · Any increase in the total budget amount. °.*° Certification on page 8 must be signed by Chief Administrative Officer or designee. 4° High quality computer generated reproductions of this form may be used. For changes in agency or payee address contact the State Education Department office indicated on the application instructions for the grant program for which you are applying. °*% For further information on budgeting, please refer to the Fiscal Guidelines for Federal and State Aided Grants which ma~ be accessed at www.nysed.gov/cafe/or call Grants Finance at 1518) 474-48 CF121 ENTRY DATE 081505 PROJECT 0580066335 SED CODE 581005640067 NYC DOC # GRANTS FINANCE PROJECT STATUS REPORT RUN DATE 08/15/05 LOCAL GOV'T RECORDS MANAGEMENT TOWN OF SOUTHOLD BUDGET DETAIL INFORMATION PROF SALARY 15 0.00 BEGIN DATE 080105 NON PROF SALARY 16 0.00 END DATE 073106 PURCH SERVICES 40 0.00 AMENDMENT # SUPP & MATERIAL 45 9,412.00 CONTRACT # TRAVEL EXPENSE 46 0.00 STOP DATE EMP BENEFITS 80 0.00 REFUND CHECK INDIRECT COST 90 0.00 BOCES SERVICES 49 0.00 REMODELING 30 0.00 EQUIPMENT 20 38,962.00 BUDGET SUMMARY INFORMATION FUNDYEAR BUDGET SPLITS PAID TO DATE OUTSTANDING ENC 058006 24,187.00 0.00 24,187.00 058005 24,187.00 24,187.00 0.00 058007 0.00 0.00 0.00 0,00 0.00 0o00 0.00 0.00 0.00 TOTAL 48,374.00 24,187.00 24,187.00 BUDGET INTERIM FINAL LOG AND CONTRACT DATES RECEIVED ENTERED APPROVED 081005 081505 CONTRACT CASH DETAIL ENTRY DOC # TRANS ENC RPT LINE AMOUNT FUNDYR MIR PD DT STAT 081505 303556F INIT 000 08/05 01 24,187.00 058005 081005 ENT THIS BUDGET HAS BEEN REVIEWED AND APPROVED BY THE NEW YORK STATE EDUCATION DEPARTMENT. THIS SUMMARY REPLACES THE SIGNED COPY. Page_ ~ of 2 J~J,~rr~,, Y~4k Stale File Edit v~ FavorJEes T~ls Help . '. ~sL~ . Ad, ess ~ ~ hEEps',#~e bltclosoft Inte~ m~l Explorer 1 I',lev,,~' York ~' '-' _>tare Offi:e of the State Comptroller .... Remittance Information fo~ ACH Trace# 00599702 ~ Effective Dale of Deposit is August 25, 2005 ~** Agency Code~Name: '11600 EDUCATION-FEDERAL/STATE gRANTS 518-474-4815 SA05$O06633S ARCHIVE NiA 24,187.00 24.187.00 943170 303556F Total ACH Deposit 24,187.00 Reference Invoice Number and Reference Invoice Date are entered by staff in the individual state agencies. This information may contain keying errors. For additional information about yom payment, please call tile lele@hone immber for the a.tjency listed above. [History of Payment2] [Inforrnation On Other Pa',/mer4e] 8/31/2005 Page 1 of 2 Neville, Elizabeth From: Cushman, John Sent: Wednesday, August 24, 2005 8:07 AM To: Neville, Elizabeth Subject: Payment from NYS Education Dept Hi Betty, I am expecting a deposit from NYS Education Dept. tomorrow, I suspect for your Records grant. The "advice" is below. John 8/31/2005 The University of the State of New York THE STATE EDUCATION DEPARTMENT New York State Archives Grants Administration and Program Support 9A81 Cultural Education Center Albany, New York 12230 FINAL EXPENDITURE FOR A FEDERAL OR STATE PROJECT FS-10-F (10/04) Funding Source: Local Agency Information Local Government Records Management Improvement Fund Report Prepared By: Agency Name: Mailing Address: Elizabeth A. Neville, RMO. Town Clerk Town of Southold PO Box 995 53095 Main Road Southold Street New York 11971 : City State Zip Code Telephone # of Report Preparer: 631 765-1800 ext. 228 County: Suffolk E-Mail Address: e. neville@town, southold, ny. us INSTRUCTIONS Submit one signed original report and one copy directly to Grants Administration and Program Support, 9A81 Cultural Education Center, Albany, NY 12230. Category subtotals must be reported in whole dollar amounts. To be in compliance with applicable audit requirements, complete and accurate records must be maintained at the local level. · :- Ail encumbrances must have taken place within the approved fundmg dates of the project. · ~' Certification on page 8 must be signed by Chief Administrative Officer or designee. High quality computer generated reproductions of this form may be used. For further information on completing the f'mal expenditure report, please refer to the Fiscal Guideli~s for Federal and State Aided Grants which may be accessed at www.nysed.gov/cafe/or call Grants Financ~pt ~18) 474-4815. ':~ For Special Legislative Projects only, a final program narrative report must be submitted with this report. FS-10-F Page 2 SALARIES FOR PROFESSIONAL STAFF: Code 15 Include all salaries for professional staff approved for reimbursement in budget. Subtotal - Code 15 SALARIES FOR SUPPORT STAFF: Code 16 Include all salaries for support staff approved for reimbursement in budget. Subtotal - Code 16 FS-10-F Page 3 PURCHASED SERVICES: Code 40 Subtotal - Code 40 SUPPLIES AND MATERIALS: Code 45 12/5/05 Image Access Corp 5,912.00 252 Hudson Street Hackensack, NJ 07601 Film Cassettes (4) 3,080. Film 12 cases 2,832. Subtotal - Code 45 5,912. TRAVEL EXPENSES: Code 46 Subtotal - Code 46 FS-10-F Page 4 EMPLOYEE BENEFITS: Code 80 List only the total project salary mount for each benefit category. Benefits may only be claimed for salaries reported in Code 15 or Code 16. Rates used for project personnel must be the same as those used for other agency personnel. Subtotal - Code 80 FS-10-F Page 6 EQUIPMENT: Code 20 Items of equipment purchased must agree in type and number with the equipment approved in the project budget. 12 / $/05 Image Access Corporation 84810 42,462. 252 Hudson Street Hackensack, NJ 0760t Kodak Digital Science Documenbt Archive Writer site accredit ation 3,500. Kodak AWlS Archive Writer interface software 5,280. Kodak Document i9~00 Archive Writer 33,682. Subtotal - Code 20 42,462. FS-10-F Page 5 INDIRECT COST: Code 90 A. Modified Direct Cost Base - Sum of all preceding subtotals (codes 15, 16, 40, 45, 46, and 80 and excludes the portion of each subcontract exceeding $25,000 and any flow through funds) B. Approved Restricted Indirect Cost Rate C. (A) x (B) = Total Indirect Cost Subtotal - Code 90 $ % $ (A) (B) (C) PURCHASED SERVICES WITH BOCES: Code 49 Subtotal - Code 49 MINOR REMODELING: Code 30 Include expenditures for salaries, associated employee benefits, purchased services and supplies and materials related to alterations to existing sites. Subtotal - Code 30 FS-IO-~ Page 7 HELPFUL REMINDERS · :. Be sure to submit one original and one copy directly to Grants Administration and Program Support, 9A81 Cultural Education Center, Albany, NY 12230. For State Aided projects, the FS-10-F is due within 30 days alier the project end date. For Federally Aided projects for 1997-98 and earlier, the FS-10-F is due within 90 days after the project end date. Starting in 1998-99, the FS-10-F for Federal projects may be required within 60 days after the project end date. See the Grant Award Notice for your project to verify due date. An audited copy of the FS-10-F will be sent to the contact person at the address completed on Page 1. A window envelope will be used for the return mailing; please make sure that the contact information is accurate, legible and confined to the address field, since a window envelope will be used for the return mailing. All encumbrances must be made within the approved project funding dates, which are indicated on the approved FS-10 as well as the Grant Award Notice. See the Fiscal Guidelines for Federal and State Aided Grants for a detailed explanation of the audit guidelines. Be sure to check your math and cany all subtotals forward to the Summary on Page 8. Simple mathematical errors often require Grants Finance to contact the local agency resulting in unnecessary delays in closeout and f'mal payment. And remember, use whole dollars only. The modified direct cost used in the calculation of indirect cost must exclude equipment, minor remodeling, the portion of each subcontract exceeding $25,000 and any flow through funds. Be sure to complete the Agency Code and Project # on Page 8. For Special Legislative projects and Grant Contracts, also enter the Contract #. · :o For ease of data entry at the State Education Department, please make sure that Page 8 faces out. FS-10-F Page 8 FINAL EXPENDITURE SUMMARY Professional Salaries 15 Support Stuff Salaries 16 Purchased Services 40 Supplies and Materials 45 §,912. Travel Expenses 46 Employee Benefits 80 Indirect Cost 90 BOCES Services 49 Minor Remodeling 30 Equipment 20 42,462. Grand Total 48,374. CHIEF ADMINISTRATOR'S CERTIFICATION I hereby certify that all expenditures reported herein are directly attributable to this project and have been made in accordance with the approved budget and all apph'cable~eral and State laws and regulat~ons. 8/20/06 Date w . ~. Signature Scott A. Russell. Supervisor. Town of South#Id Name and Title of Chief Administrative Officer Agency ~-~ Code: Project #: ~-~ Contract 0: Agency Name: Project Funding Dates: 8 / 1 / 05 From Approved Budget Total: $ 7/31/06 To Finan~o: FOR DEPARTMENT USE ONLY Fiscal Year Voucher # I I Log Amount Ex#ended Final Payment $ $ $ $ $ $ $ Final Payment [ Approved MIR ///n e w york state archives Local Government Records Management Improvement Fund Grant Project Final Report Form Project Number: 0580066335 Project Category: Historical Records-Microfilming Local Government: Name: Town of Southold Project Director: Elizabeth Neville Date:8/29/06 1. To your best estimate, what percentage of the project as funded was completed? 50% If the project was not 100% completed, why? We had problems with the vendor and equipment. These problems were not program related to the grant or the New York State Archives. 2. Was the project completed on schedule? [] yes xr-I no What was its duration from start to finish? We commenced the project immediately after notification of grant funding. It is open and on-going. Comments: As stated above 3. What percentage of the grant funds were expended? 100% If less than 100%, please explain why. 4. Were there amendments to the project budget? [] yes X~I no If so, please indicate how many and for what purposes. 5. Was the project a cooperative one with other governments involved? [] yes X[~ no If so, please list the participating governments. 6. How many State Archives workshops related to the project did you or other staff from your local government attend during the project? Two (2) Were those workshops relevant to your project and helpful in completing it? X[] yes [] no Comment: 7. Did you or other staff from your government refer to State Archives publications during the project? xr-] yes [] no Were they of use in conducting your project? xr-I yes [] no Comment: 8. Did you or other staff from your government visit the State Archives web-site during the project? X [] yes [] no Was it of use to you in conducting the project? X[] yes [] no Comment: 9. What was the most important outcome of the project and why was it important? Will this outcome have continuing beneficial effects on your government and records management program? The most important outcome of the project will be the production and off-site storage of the microfilm. It will certainly have continuing beneficial effects on our government and records management program. New York State Archives FR-1 (9/2005) Page 1 of 3 a) [] Not applicable Did the project effect the creation of new records? Xl--] Positive effect [] No effect [] Negative effect Comments: b) Did the project effect the retention and disposition of records? X [] Positive effect [] No effect [] Negative effect [] Not applicable Comments: c) What was the effect of the project upon the storage and security of records? X [] Positive effect [] No effect [] Negative effect [] Not applicable Comments: d) What was an effect upon access and retrieval of records? X[] Positive effect [] No effect [] Negative effect [] Not applicable Comments: e) Did the project result in an improvement in the technology and tools used to manage your records? X [] Positive effect [] No effect [] Negative effect [] Not applicable Comments: f) What effect did the project have in access to and use of records for historical research, exhibits, genealogy, or other secondary uses? X[] Positive effect [] No effect [] Negative effect [] Not applicable Comments: g) Was there an overall effect on the development and application of records management policies and procedures in your government? X[] Positive effect [] No effect [] Negative effect [] Not applicable Comments: 13. Please attach any other information you feel is pertinent to this report. New York State Archives FR-1 (9/2005) Page 2 of 3 10. What was the most serious obstacle you faced in the successful completion of the project and why? The performance of the equipment which prevented us from completely the project successfully and on time. 11. Are there plans in place to continue the activity begun during the project or to maintain its results? X[--] yes [] no Comment: The project will be followed through to completion and the microfilm will be stored ~t an off-site location. New York State Archives FR-1 (9/2005) Page 1 of 3 Instructions for Completing the Grant Project Final Report Form (FR-1) The Grant Project Final Report Form serves as a permanent record of your project's activities and accomplishments. This report provides your local government with an opportunity to examine its program and consider new ways of solving its records and information management problems. This report is also a means to inform your local government's chief executive officer and legislative body about the project and the importance of records management. On the first page, enter the project number, project category, name of local government, and the name of the project director. The Archives uses the project number, found on the award notification letter, to track all transactions and correspondence related to this grant award. Answer Questions 1-12 supplying additional comments or explanations as needed. As Question 13 indicates, any other information pertinent to this report should be attached to both the original and the copies. Cooperative Projects For cooperative projects, the lead local government receiving and accepting a grant on behalf of all project participants is responsible for administering the grant project. The lead local government is responsible for preparing and submitting the Grant Project Final Report Form to the Archives. For cooperative projects, the form must describe project activities and accomplishments as they relate to all participating local governments. Educational Uses Projects In addition to this form, Educational Uses Project grantees must submit ]) the Final Report for Educational Uses Projects; 2) a copy of any teaching materials, informational brochures, workshop packets or any other materials produced as part of this project; and 3) a list of all teachers participating in this project, including their name, address, school name, and the grade and discipline they teach. Historical Records Projects In addition to this form, Historical Records Project grantees must submit the Statistical Report for Historical Records Projects, and two (2) copies of any products, such as brochures, finding aids, MARC records, consultant reports, press releases, or any other materials (exclusive of microfilm) produced as part of this project. Mailing Address Submit two copies of the Grant Project Final Report Form and any supplemental material no later than August 31, 2006 to the Grants Administration and Program Support Unit at the address below. Submit a separate copy of this material to the appropriate Regional Advisory Officer. New York State Archives New York State Archives Grants Administration and Program Support Unit Room 9A81 Cultural Education Center Albany, NY 12230 FR-1 (9/2005) Page 3 of 3