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ADM-8.02 - Paper Size Standard - 8 1/2" X 11" (Letter Size)

PAPER SIZE STANDARD - 8 1/2" X 11" (LETTER SIZE)
Binding City Policy
BCP-ADM-8.02


 
PURPOSE
The Council finds:
  1. The Association of Records Managers and Administrators (ARMA) and the Business Forms Management Association (BFMA) have advised all administrators that operating costs can be reduced by eliminating 8 1/2" X 14" and other off-size files and forms.

  2. The Judicial Conference of the United States eliminated legal-size requirements for all federal courts effective January 1, 1983 and the Oregon State Court System eliminated legal-size requirements and required filing to be on letter-sized paper effective in 1985 except for certain county probate filings.

  3. Off-size files and papers are more costly to store. For example, legal-size file equipment is 13% more expensive than letter-size file cabinets, requires 16% more floor space, requires 21% more records center shelf space, and increases the floor load factor by 24%.

  4. The City Attorney's Office previously converted much of its work to 8 1/2" X 11" pages, and supports efforts to make further reductions in use of oversize paper where feasible.

  5. Many other City Offices continue to use off-size paper and forms. Some uses can be halted immediately; others could be phased out.


POLICY
 
NOW, THEREFORE, the Council directs that:
  1. Standard City forms and record keeping shall be on letter-size (8 1/2" X 11") paper whenever feasible.

  2. The City Auditor shall convene a working group to resolve problems associated with non-standard form sizes.

HISTORY
 
Ordinance No 162713, passed by City Council January 31, 1990 and effective March 2, 1990.
Filed for inclusion in PPD September 30, 2004.


Table of Contents
ADM-8.01 - Preservation of Archival (Historical) Material
ADM-8.02 - Paper Size Standard - 8 1/2" X 11" (Letter Size)
ADM-8.03 - Public Records Requests
ADM-8.03 - Public Records Requests - Appendix - Information and Forms
ADM-8.03(A) - Public Records Requests - Form Updates
ADM-8.04 - Transferring Records to the Archives and Records Center (PARC)
ADM-8.05 - City Bureau Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.06 - Public Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.07 - Standards for Storing City Records
ADM-8.08 - Microfilm
ADM-8.09 - Destruction of Records
ADM-8.10 - Preparing City Record Retention Schedules
ADM-8.11 - Identification of Bureau Vital Records
ADM-8.12 - Management, Preservation and Storage of Electronic Records and Electronic Mail Correspondence (E-Mail)
ADM-8.13 - Micrographic and Digital Imaging Conversion Policies
ADM-8.14 - Scanning Standards for Bureau Records
See Also Cultural Resource Records