HB 1802003

ISO/TR 12036:2000

HB 180
This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

Handbook
ISO/TR 12036 Micrographics
Expungement, deletion, correction or
amendment of records on microforms

This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

This Handbook was approved on behalf of the Council of Standards Australia on

7 March 2003 and published on 12 May 2003.

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HB 1802003

This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

Handbook
ISO/TR 12036 Micrographics
Expungement, deletion, correction or
amendment of records on microforms

First published as HB 1802003.

COPYRIGHT
Standards Australia International
All rights are reserved. No part of this work may be reproduced or copied in any form or by any
means, electronic or mechanical, including photocopying, without the written permission of the
publisher.
Published by Standards Australia International Ltd
GPO Box 5420, Sydney, NSW 2001, Australia
ISBN 0 7337 5759 8

ii

PREFACE
This Handbook was prepared by the joint Standards Australia/Standards New Zealand Committee MS004, Micrographics and Image Management. It is identical with, and has been reproduced from,
ISO/TR 12036:2000, MicrographicsExpungement, deletion, correction or amendment of records on
microforms.
The objective of this Handbook is to provide guidance for removal and destruction of images from
microforms when document expungement is ordered and also applies to the revision of image content
when an order requires the deletion, correction or amendment of specific information.

This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

As this Handbook is reproduced from an international publication, the following applies:

(a)

Its number does not appear on each page of text and its identity is shown only on the cover and
title page.

(b)

A full point substitutes for a comma when referring to a decimal marker.

iii

CONTENTS

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Page

Scope ..............................................................................................................................................................1

Reference........................................................................................................................................................1

Terms and definitions ...................................................................................................................................1

File integrity....................................................................................................................................................2

5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9

Expungement procedures ............................................................................................................................2

General............................................................................................................................................................2
Silver gelatin 16 mm and 35 mm roll film ....................................................................................................2
Microfilm jackets............................................................................................................................................4
Microfiche .......................................................................................................................................................4
Computer-output on 16 mm and 35 mm roll film and on 105 mm cut microfiche ..................................4
Photoplastic film ............................................................................................................................................5
Transparent electrophotography (TEP).......................................................................................................5
Diazo and vesicular film................................................................................................................................6
Other films ......................................................................................................................................................6

6
6.1
6.2
6.3
6.4
6.5
6.6

Deletion, correction, and amendment procedures.....................................................................................6

Silver gelatin 16 mm and 35 mm roll film ....................................................................................................6
Microfilm jackets............................................................................................................................................6
Microfiche .......................................................................................................................................................7
TEP films.........................................................................................................................................................7
Photoplastic film ............................................................................................................................................7
Other films ......................................................................................................................................................7

Indexes............................................................................................................................................................7

Duplicates.......................................................................................................................................................7

Annex A Expungement, deletion, correction or amendment notice .....................................................................8

iv

INTRODUCTION

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Expungement legally ordered on selective records by courts of law may jeopardize the admissibility of expunged
microfilm as evidence in these courts of law. Microfilm is inherently a medium not easily subject to correction.
Therefore, it is necessary to provide guidelines for expunging microfilmed records to ensure that uniform
procedures can be followed which minimize the possibility of having microfilm rejected in the courts. This document
is intended to provide guidelines for the best method, to date, of removing information from microforms.
A court-ordered expungement may be rescinded by a higher legal court or reconsidered by the originating court. If
the microfilmed record has been destroyed or defaced in compliance with the first order before the rescinding order
is received by the records custodian, the complete original record is lost forever. This is particularly true if the
normal course of daily business allows destruction of the original document. This loss may be catastrophic to courts
of law if further litigation becomes mandatory and the original document can no longer be produced in any form. In
view of this possible pitfall, court administrators should be prepared to organize their files to provide for such
contingencies. The prerogatives of legal courts in establishing or organizing operating procedures are unaffected
by this Technical Report. Therefore, this document covers only a recommended means of removing a record or
portion of a record in specific compliance with an ad hoc expungement order.

1
HANDBOOK

ISO/TR 12036 MicrographicsExpungement, deletion, correction or

amendment of records on microforms

This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

Scope

This Technical Report applies to the removal and destruction of images from microforms when document
expungement is ordered. It also applies to the revision of image content when an order requires the deletion,
correction or amendment of specific information. It establishes proper procedures for image removal or revision and
for documenting these actions to ensure file integrity.
These guidelines cover techniques for removing information from microforms. If followed, they should enable the
user to adequately meet an expungement request.

Reference

ISO 6196-1:1993, Micrographics Vocabulary Part 1: General terms.

Terms and definitions

For the purposes of this Technical Report, the terms and definitions given in ISO 6196-1 and the following apply.
3.1
deletion
obliteration of specific information contained in a microfilmed document
NOTE
This procedure does not permit the removal and destruction of an image or images without replacement, unless it
contains only the information to be deleted; nor does it permit the obliteration of information other than that specified in the
deletion order. All expungement work should be done in a way that avoids damage to the rest of the film.

3.2
destruction
complete elimination of a microform or section of a microfilm
NOTE

This requires an action such as incineration or shredding.

3.3
expungement
process of removing a document from a system and leaving no evidence of the document ever having appeared on
the system
3.4
removal
actual elimination of an image or images from a microform

COPYRIGHT

This is a free 7 page sample. Access the full version at http://infostore.saiglobal.com.

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HB 180-2003, ISO/TR 12036 Micrographics Expungement, deletion, correction or amendment

of records on microforms

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