Scanning Procedures
Scanning Procedures
City Clerk Documents:
All documents processed or received by the Office of the City
Clerk are scanned.
We scan the following documents for the City Clerk's Office:
Resolutions
Ordinances
Contracts and Agreements
Board and Committees Applications and back up documentation
Lobbyist Affidavits
Election Documents
We also scan documents for other departments:
LTC
Department Memorandum
City Property
G.O. Bond
We also scan documents for other departments as needed.
Resolutions and Ordinances are scanned after the documents are
executed after each Commission Meeting. Agreements and Contracts
can be scanned with the resolution or by themselves. Everything
else is scanned as received.
The Office Associate V receives executed documents from
Administrative Aide I for scanning. All documents are listed on
the "Image Log"- See attached example #1. The pages are counted
and the number of pages is written on the bottom of the blue
folder for each document and/or on the Image Log. This is
necessary to verify that, the number of pages scanned is the same
as the number of pages on the document.
Sign on in LaserFiche:
See the attached examples #2-4.
Scanning resolutions and/or ordinances: See examples #8-16.
Click on "City Clerk".
Click on "Resolutions (year)".
Click on the meeting day.
With the meeting date highlighted, click on the menu bar "Scan".
(The "scan" icon is the 2nd from the left on the menu bar) .
The screen "Scan New Document" will appear. See example #5
Type the name of the document.
If a resolution: 2001-24282 RESO
If an ordinance: 2001-3287 ORD
If incomplete : 2001-24282 RESO Incomplete
If the document is incomplete add the word incomplete at the end.
Check that you are on the correct volume.
Check the paper size and adjust if necessary.
Place up to 5 pages at a time on the feeder.
Click on "Scan".
When the document is scanned click on "Done".
The named document will appear on the right hand side of the
screen.
Click on the document to highlight it.
Click on "view Field".
(The "View Field" icon is the 6th from the left on the menu bar) .
The "Document Field" screen will appear. See attached example #6.
Enter the document type from the list by clicking on the correct
one.
Enter the date of the meeting.
Enter the document number such as; 20001-24282 or 2001-3287.
Click "OK".
With the document still highlighted, click on "OCR/Index".
The OCR/Index screen will appear. See attached example #7.
(The OCR/Index icon is the 4th from the left on the menu bar)
Click on pages and type a 1.
Click "Ok".
We only do OCR on the first page of each document.
This is done so search can be done by text.
When scanning an incomplete document with a memorandum as the
cover page. scan the memorandum separate and name it "Incomplete
followed by the Document number. Example 'Incomplete 2001-24282".
The reason for this are:
1) We have a record of what is needed on this document. amended
resolution, amended ordinance, signed contracts, etc.
2) When the document is complete, we can just delete the memo.
Enter the date scanned for each document on the Reso/Ord. Log.
See attached example #17.
Scanning RDA Resolutions:
This is done exactly the same as resolutions under the Folder for
RDA Resolutions. See attached examples #13-14
Scanning Contracts: See attached examples 18-21.
Contracts are scanned as part of a resolution most of the times.
Contracts can be scanned by themselves, under the Commission
Meeting date and under a folder named the Item number of the
agenda. See attached example.
The procedure is the same for scanning any document. The
information in the View Field screen can change as needed.
Use the Comment line to enter Name of Company on the Contract,
etc. Do OCR/Index on the first page of all documents.
Scanning Boards and Committees documentation:See examples #22-24.
All documentation for Board and Committee members are scanned
under City Clerk/Boards and Committees/Year/ and the
corresponding Committee. See attached example. With the
Committee highlighted. scan the document. using the Name of the
person as the name of the document. Enter the last name, first
name.
In the view Field screen enter the date of the letter from the
City Clerk. and in the Comments enter the name of the Committee.
Scanning Lobbyist Affidavits: See examples #25-26
Affidavits for lobbyists are scanned under Lobbyist/year/Name of
the person/document name "affidavit". See attached example.
Names are always enter last name first. first name second and
middle initial. With the name of the lobbyist highlighted, scan
the document using "Affidavit" as the document name.
If there are more than one affidavits for the same lobbyist, for
the same year, add the date of the affidavit to the name
"Lobbyist 10/1/2001".
In the View Field screen, the document is "Affidavit". The date
on this screen is the date of the affidavit. Enter the word
"Lobbyist" on the comment line.
Scanning Election Documents: See examples #27-28.
Documents for election are scanned under Election/General
Election and the year/group number/name of person
running/document name.
Scanning for other departments:
Scanning LTC: See examples #29-30
LTCs are scanned under LTC/the year/document number(LTC No.)
Type the subject of the LTC in the comment line in the Document
Field screen, also type the LTC # followed by the year in the
appropriate line.
Scanning of Department Memorandum: See Examples #31-32.
Department Memoranda are scanned under Department Memorandum/the
year/the document number (number of the Memo) .
Type the subject of the Memorandum in the comment line in the
Document Field screen, also type the memorandum no. followed by
the year in the appropriate line.
City Property records and the G.O. Bond documents are special
projects. The scanning is the same, but the cataloging and
referencing in the Document Field Screen is more involved.
See attached examples #33-37.
NOTE: All documents scanned must have:
1) The appropriate information for that document
entered on the Document Fields screen.
2) OCR of the first page.
See examples #38-39.
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IMAGE LOG
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Doc. Name Doc. No. Meeting Scanned Name
Date Date
EXAMPLE /1
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1) Sign on to the Network as usual.
LASERFICHE..
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2) Double click on the LaserFiche Icon.
The Imaging Database "MIAMIBEACHLFDB" will be displayed on the
open window. (See above) .
2) Click on "Open" on this screen.
EXAMPLE 1/2
login E3
Name:
fassword: Innl
OK
Cancel
1) Enter Name and password
2) Click "Ok".
EXAMPLE 1/3
\
... COIIIpullnk ldsetFII;he' [[Ily Cle,k. 1!!Ir;)E!
t file ~- Retrieve lods __l!{- tlolp .=MJl\J
IJlI..I.'"1 1111-'1 lrel ? I [fl][~ ~ 00
Lirvfram~8eacnLFo"8 .-.. ~ -------.--... .-- . r NlIme I Volume Name I-
t- _.I!IIml.I9i!l It.. -
LJ Clippings : Cl Agendas
iLl Agreements
I LJ City Property
i LJ Code Violations
i CJ Department Memorandum
i 0 Doc for Res 98-22691139-23220
: CJ Elections
iOLTC
IOM'PS
L:J Ordinances 1979
L:J Ordinances 1986
CJ Ordinances 1990
CJ Ordinances 1991
CJ Ordinances 1992
CJ Ordinances 1993
CJ Ordinances 1994
Cl Ordinances 1995
Cl Ordinances 1996
CJ Ordinances 1997
'. CJ Ordinances 1998
CJ Ordinances 1999
I CJ RDA Resolutions 1982
Cl ROA Resolutions 1983 .
I Ready il
Click on "City Clerk" to see all the files under City Clerk,
A list of folders will be displayed. The folders are named to
indicate the documents that are contained in them.
EXAMPLE 1/4
EXA!1P GE 1/5
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE 1/6
EXAMPLE 117
\~tJJlq.. . clllJ
OJL- N'w, f'
L:J Resolutions 1983
L:J Resolutions 1984
L:J Resolutions 1985
eJ Resolutions 1986
eJ Resolutions 1987
eJ Resolutions 1988
L:J Resolutions 1989
L:J Resolutions 1990
eJ Resolutions 1991
eJ Resolutions 1992
eJ Resolutions 1993
L:J Resolutions 1994
L:J Resolutions 1995
CJ Resolutions 1996
CJ Resolutions 1997
CJ Resolutions 1998
eJ Resolutions 1999
CJ Resolutions 2000
CJ Resolutions 2001
CJ 01/1012001
L:J 0212112001
L:J 03/1412001
CJ 041041200 1
CJ 0412512001
EXAMPLE 1/8
~ 2001-24235 RESO
~ 2001-24236 RESO
~ 2001-24237 RESO
~ 2001-24238 RESO
~ 2001-24239 RESO
~ 2001-24240 RESO
~ 2001-24241 RESO
~ 2001-24242 RESO
~ 2001-24243 RESO
~ 2001-24244 RESO
~ 2001-24245 RESO
~ 2001-24246 RESO
~ 2001-24247 RESO
~ 2001-24248 RESO
~ 2001-24249 RESO
~ 2001-24250 RESO
~ 2001-24252 RESO
~ 2001-24253 RESO
~ 2001-24254 RESO Incomplete
~ Incomplete 2001-24239
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE 1/9
EXAMPLE II 10
L:i Resolutions 1980
L:i Resolutions 1981
L:i Resolutions 1982
L:i Resolutions 1983
L:i Resolutions 1984
L:i Resolutions 1985
L:i Resolutions 1986
CJ Resolutions 1987
L:i Resolutions 1988
L:i Resolutions 1989
L:i Resolutions 1990
L:i Resolutions 1991
L:i Resolutions 1992
CJ Resolutions 1993
L:i Resolutions 1994
L:i Resolutions 1995
L:i Resolutions 1996
L:i Resolutions 1997
CJ Resolutions 1998
L:i Resolutions 1999
L:i Resolutions 2000
L:i Resolutions 2001
t L:i 01/1012001
lit 01/3112001
L:i 0212112001
~ 2001-24235 RESO
~ 2001-24236 RESO
~ 2001-24237 RESO
~ 2001-24238 RESO
~ 2001-24239 RESO Incomplete
~ 2001-24240 RESO
~ 2001-24241 RESO
~ 2001-24242 RESO
~ 2001-24243 RESO
~ 2001-24244 RESO
~ 2001-24245 RESO
~ 2001-24246 RESO
~ 2001-24247 RESO
~ 2001-24248 RESO
~ 2001-24249 RESO
~ 2001-24250 RESO
~ 2001-24252 RESO
~ 2001-24253 RESO
EXAMPLE II 11
Doc Type
Date
Reso or Ord Number 2001-24239
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 12
CJ RDA Resolutions 1990
CJ RDA Resolutions 1991
CJ RDA Resolutions 1992
CJ RDA Resolutions 1993
CJ RDA Resolutions 1994
CJ RDA Resolutions 1995
CJ RDA Resolutions 1996
CJ RDA Resolutions 1997
CJ RDA Resolutions 1998
CJ RDA Resolutions 1999
CJ RDA Resolutions 2000
CJ RDA Resolutions 2001
CJ 01/1012001
VOL8
CJ 0212112001
CJ 03/141200 1
CJ 0411J412oo1
CJ 0412512001
CJ 05/1612001
CJ 0611J612oo 1
CJ 0612712001
CJ 07/1812001
CJ 0712512001
CJ 0911J512oo 1
CJ 0912012001
EXAMPLE II 13
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 14
LJ Ordinances 1996
LJ Ordinances 1997
LJ Ordinances 1998
Cd Ordinances 1999
LJ Ordinances 2000
LJ Ordinances 2001
LJ 01/10/2001
ctJ 02/21 /200 1
Cd 03/14/2001
Cd 04/1)4/2001
LJ 04/25/2001
LJ 05/16/2001
ctJ 06/1)6/200 1
CJ 06/27/2001
ctJ 07/18/2001
ctJ 07/25/2001
CJ 09/1)5/2001
CJ 09/20/2001
ctJ 10/17/2001
ctJ 11/1)7/2001
ctJ 11/28/2001
CJ 12/19/2001
LJ Personnel Board Elections Proc
LJ RDA Resolutions 1982
't..
~ 2001-3290 ORD
~ 2001-3291 ORD
~ 2001-3292 ORD
~ 2001-3293 ORD
VOL8
VOL8
VOL8
VOL8
EXAMPLE II 15
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 16
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w 04/1212000
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t:ll 06iD7120oo
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t:ll10/31120oo
't..
~ Agreement-Fire Sprinklers Inc.
~ Perf Bond/Fire Sprinkler Cantr.
EXAMPLE II 18
Doc TYJle Agreements
Date
Reso or Ord Number
Comments Bid No.
Miami Dade Record No
LTC NO
DeJlartment Memo
Bid No
EXAMPLE II 19
D Resolutions 1990
D Resolutions 1991
D Resolutions 1992
D Resolutions 1993
D Resolutions 1994
D Resolutions 1995
C:l Resolutions 1996
C:l Resolutions 1997
C:l Resolutions 1998
C:l Resolutions 1999
D Resolutions 2000
i:.::I 01/12/2000
C:l 01/26/2000
~
C:l 02109/2000
i:.::I 02123/2000
i:.::I 03/15/2000
D 04/12/2000
i:.::I 05/1 0/2000
i:.::I OS/24/2000
D 06107/2000
C:l 06123/2000
i:.::I 06/28/2000
i:.::I 07/12/2000
i:.::I 07/26/2000
VOL I
EXAMPLE II 20
Doc Type
Date
Reso or Ord Number
Comments R6B Great
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 21
I CJ MiamiBeachLFDB
I CJ AM New Scan
CJ City Clerk
CJ Agendas
CJ Audits
CJ Boards and Committee
CJ 2000-2001
CJ 2002-2003
CJ Barrier Free Environment Comm
CJ Beach PreselVation Commillee
CJ Beautification Commillee
CJ Board of Adjustment
CJ Budget Advisory committee
CJ Cnv Cntr Capital Proj Oversight
CJ Comm Develop. Advisory Comm
CJ Commillee for Quality Education
CJ Commillee on the Homeless
CJ Community Relations Board
CJ Convention Cent Advisory Board
CJ Debartment Commillee
L3 Design Review Board
CJ Fine Arts Board
CJ Golf Advisory Board
CJ Health Facilities Board
EXAMPLE II 22
t..
~ Cappellazzo. Amy
~ Reydburd, Pol a
~ Scholl, Debra S.
~ Sklar, Art L
VOL8
VOL8
VOL8
VOL8
Doc Type Boards & Co
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 23
L:l MiamiBeachLFDB
L:l AM New Scan
L:l City Clerk
L:l Agendas
L:l Audits
L:l Boards and Committee
L:l20oo-2001
L:l 2002-2003
L:l Art in Public Places Committee
L:l Barrier Free Environment Comm
L:l Beach Preservation Committee
VOLB
VOLB
L:l Board of Adjustment
L:l Budget Advisory committee
L:l Cnv Cntr Capital Proj Oversight
L:l Comm Develop. Advisory Comm
L:l Committee for Quality Education
L:l Committee on the Homeless
L:l Community Relations Board
L:l Convention Cent Advisory Board
L:l Debartment Committee
L:l Design Review Board
L:l Fine Arts Board
L:l Golf Advisory Board
L:l Health Facilities Board
EXAMPLE II 24
CJ BOlPri'nlland Committee
CJ City Clerk's File Reference
CJ City Property
CJ Code Violations
CJ Contracts and Agreements
CJ Department Memorandum
CJ Doc for Res 98-22891199-23220
CJ Elections
CJ GO Bonds 199912004
CJ GO Bonds Safe Neighborhood Park
CJ Infotech
CJ LT, C
CJ LaserFiche Instructions
CJ Lobbyist
t~
CJ 2001
CJ Maps
CJ Millenium
CJ Ordinances 1949
CJ Ordinances 1959
CJ Ordinances 1966
CJ Ordinances 1971
CJ Ordinances 1976
CJ Ordinances 1978
t..
~ Affidavit 0711812000 \
~ Affi davit 10/0412000 \
~ Affidavit 10/0412000 #2 \
~ Affidavit 11/1612000 \
~ Affidavit 1212712000 \
~ Biennial Lobb, Reg, 10/04/00 \
~ Biennial Lobb, Reg, 07127/00 \
~ Letter \
~ Lobbying Exp, Sta, 07127/00 \
~ Lobbying Exp, Sta, 10/04/00 \
~ Registration Affidavit 02125iDD \
~ Registration Affidavit 07/18/00 \
EXAMPLE II 25
Doc Type Affidavit
Date
Reso or Ord Number
Comments Lobbyist
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 26
LJ Agendas
CJ Audits
LJ Boards and Committee
LJ City Clerk's File Reference
CJ City Property
LJ Code Violations
LJ Contracts and Agreements
LJ Department Memorandum
CJ Doc for Res 98-22891/99-23220
CJ Elections
LJ General Elections 11102/1999
LJ General Information
LJ Group 4 /99
CJ Group 5 /99
LJ Fontana, Joe
LJ Schaab, Charles
LJ Steinberg, Richard L.
LJ Turkel, Amy
LJ Warszavski, Manuel (Manny)
LJWeiss, Lee
LJ Group 6 /99
CJ Mayor
LJ General Elections 11104/1997
LJ General Elections 1110612001
~ DS-DE9
~ DS-DE9 8/16/1999
~ Garcia -G2
~ Garcia -G3
~ Garcia -G3-Run
~ Garcia -Q2
~ Garcia -03
~ Garcia -TR
~ Oath of Office
~ Qualification Letter
EXAMPLE II 27
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
ELECTrO!>
Doc Type
Date
Reso or Ord Number
Comments DS-DE9
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 28
LJ MiamiBeachLFDB
CJ MA New Scan
CJ City Clerk
CJ Agendas
CJ Audits
CJ Boards and Committee
CJ City Clerk's File Reference
LJ City Property
LJ Code Violations
LJ Contracts and Agreements
CJ Department Memorandum
CJ Doc for Res 98-22891/99-23220
CJ Elections
LJ GO Bonds 199912004
LJ GO Bonds Safe Neighborhood Park
CJ Infotech
CJ LT.C.
CJ 1998
CJ 1999
CJ 2000
CJ LaserFiche Instructions
CJ Lobbyist
CJ Maps
Millenium
t..
~ 001-2001 LTC
~ 002-2001 LTC
~ 003-2001 LTC
~ 004-2001 LTC
~ 005-2001 LTC
~ 005-2001 A LTC
~ 006-2001 LTC
~ 007-2001 LTC
~ 008-2001 LTC
~ 009-2001 LTC
~ 010-2001 LTC
~ 011-2001 LTC
~ 012-2001 LTC
~ 013-2001 LTC
~ 014-2001 LTC
~ 015-2001 LTC
~ 016-2001 LTC
~ 025-2001 LTC
~ 026-2001 LTC
EXAMPLE II 29
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
VOL8
Doc Type
Date
Reso or Ord Number
Comments S T E P
Miami Dade Record No
LTC NO 002-2001
Department Memo
Bid No
WXAMPLE II 30
o Contracts and Agreements
o Department Memorandum
01998
01999
o 2000
D Doc for Res 98-22891/99-23220
D Elections
D GO Bonds 1999/2004
CJ GO Bonds Safe Neighborhood Park
CJ Infotech
CJ L.T. C.
~D 1998
D1999
D 2000
D2oo1
CJ LaserFiche Instructions
CJ Lobbyist
CJ Maps
D Millenium
D Ordinances 1949
o Ordinances 1959
o Ordinances 1966
o Ordinances 1971
1976
VOL8
EXAMPLE II 31
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo 002-2001
Bid No
EXAMPLE /I 32
CJ City Clerk
CJ Agendas
CJ Audits
CJ Boards and Committee
CJ City Clerk's File Reference
CJ City Property
CJ CCC-1 City Hall
CJ CCC-2 M B Convention Center
CJ CCC-3 Jackie Gleason Theater
CJ CCC-4 M B Federal Credit Union
CJ CCC-S Grdn Cntr/Holocaust/Conse
CJ CCC-6 21 st SI. Recre. Center
CJ City Property Reference Lists
CJ Dedications to Bridges
(l;;J Deed to 23 rd Street
CJ F-2 Fire Station #2
CJ F-3 Fire Station #3
CJ F-4 Fire Station #4
CJ HA-1 Rebecca Towers
CJ HA-2 Goodman Terrace
CJ P-1D Parking Lot
CJ P-1DA Parking Lot
CJ P-1 DB Parking Lot
CJ P-1 DC Parkinq Lot
~ Detail VOl
~ Identure VOl
~ Map VOl
~ Partial Release of Mortgage VOl
~ Warranty Deed VOl
EXAMPLE 1/33
~
,
Reso or Ord Number
Comments Fire Station Itl
Miami Dade Record No
LTC NO
Department Memo
Bid No
City Property
Subdivision
Folio No
F-l
Ocean Beach A"
4203-09-433
Bill of Sale
Afti davit
Abstract of Tittle
EXAMPLE II 34
LJ MiamiBeachLFDB
LJ AAA New Scan
LJ City Clerk
LJ Agendas
LJ Audits
LJ Boards and Committee
LJ City Clerk's File Reference
LJ City Property
LJ Code Violations
LJ Contracts and Agreements
LJ Department Memorandum
LJ Doc for Res 98-22891/99-23220
LJ Elections
LJ Master Index
LJ Volume I
llillil Volume II
llillil Volume III
LJ Volume IV
LJ Volume V
LJ GO Bonds Safe Neighborhood Park
LJ Infotech
LJ LTC.
LJ LaserFiche Instructions
LJ Lobbvist
LJ Master Index
LJ Volume I
LJ Volume II
LJ Volume III
LJ Volume IV
LJ Volume V
EXAMPLE II 35
D MiamiBeachLFDB
D MA New Scan
Ltl City Clerk
D Agendas
CL:l Audits
D Boards and Committee
C:J City Clerk's File Reference
D City Property
C:J Code Violations
Ltl Contracts and Agreements
C:J Department Memorandum
D Doc for Res 98-22891199-23220
Ltl Elections
D GO Bonds 1999/2004
Ltl Master Index
CL:l Volume II
D Volume III
D Volume IV
D Volume V
C:J GO Bonds Safe Neighborhood Park
CL:llnfotech
CL:l LTC.
D LaserFiche Instructions
EXAMPLE II 36
't..
~ Attachment 01
~ Attachment 02
~ Attachment 03
~ Attachment 04
~ Attachment 05
~ Attachment 06
~ Attachment 07
~ Attachment 08
~ Attachment 09
~ Attachment 10
~ Attachment 11
~ Attachment 12
~ Introduction I
~ Mapl
~ Summary I
~ Volume 1 (Attach 1 -12)
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
VOL:
Doc Type GeneralObli
Date
Reso or Ord Number
Comments Attachment 7
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 37
Document F,elds E3
~ - - ~ - ----- --- ~~ -- --
Doc Type
Date
Reso or Ord Number
Comments
Miami Dade Record No
LTC NO
Department Memo
Bid No
EXAMPLE II 38
\
EXAMPLE II 39