Acquisition of Heavy Duty Document Scanner Instead of New Microfilm Machine for CY 2012-2013

January 31, 2012 BIR MEMORANDUM SUBJECT : Acquisition of Heavy Duty Document Scanner Instead of New Microfilm Machine for CY 2012-2013 This refers to the Project Procurement Management Plan of the Records Management Division under the CY 2012-2013 Programs and Projects (photocopies of which are hereto attached), wherein we requested funding for the acquisition of One Microfilm Machine and One (1) Reader-Printer for the use of the Division and one (1) each for the Revenue Regional Offices. Relative thereto, may we propose the purchase of a Heavy Duty Document Scanner instead of the Microfilm Machine as initially submitted for the following reasons: 1) Microfilm is slowly being phased out in the market with only one (1) company (Microdata Systems and Management, Inc.) as the sole distributor of microfilm machine in our country; 2) The cost of One (1) Package Microfilm Machine is as follows: a. Microfilm Machine/Recorder - Php440,500.00 b. Microfilm Scanner/Reader Printer w/system - 979,000.00; and c. Microfilm Processor - 892,551.00 Total Php2,312,051.00 ============= The approved budget for CY 2013 for One (1) Microfilm Machine and One (1) Microfilm Reader/Printer is Php1,350,000.00. 3) Processing of the roll films will be free of charge if the Microfilm Machine/Recorder and Microfilm Scanner/Reader Printer w/system only are procured from the same sole distributor. However, processing will be done only in the Head Office (Metro Manila) and Branch Office (Cebu City). Revenue Regions outside Metro Manila and Cebu City will have to send the films to the Head Office and Branch Office and there is the danger of getting lost before and after processing; and aDHCEA 4) High cost of maintenance of microfilm, wherein storage area of the film in a room with a controlled environment is extremely important, such as: Temperature should not be more than 21 C; Relative Humidity should be 20%-50% RH, Moderate RH of 30-40%; Air should be free from dust, dirt particles or other contaminants, acidic gases, e.g., peroxides sulphur dioxides, ozone, nitrogen dioxide; and Plastic enclosures should be made of polypropylene, polyethylene and box made of acid free and lignin free material. The above conditions are prime considerations in the maintenance of the microfilms because almost all our Records Center in the Bureau do not operate their air conditioners on a 24 hour basis. For the reasons above stated, it is recommended that we purchase a heavy duty Document Scanner and desktop flatbed scanner with bundled software, compatible operation system and disaster proof external hard drive in lieu of the Microfilm Machine. The estimated cost is more or less Five Hundred Thousand Pesos (Php500,000.00). For your information and approval. Very truly yours, (SGD.) FELISA U. ARROJADO Chief, Records Management Division Favorably Indorsed: (SGD.) MYRNA E. SOBREMONTE Head Revenue Executive Assistant Administrative Service Recommending Approval: (SGD.) MARGARET MARY C. LAURON Assistant Commissioner Administrative Service APPROVED/DISAPPROVED: (SGD.) CELIA C. KING Deputy Commissioner Resource Management Group