Utah Department of Administrative Services

Division of Archives & Records Service

Microform Storage and Retrieval

Master Microform Storage

In order to protect microfilmed records with permanent retention requirements, the Utah State Archives and Records Service stores its master film in a vault that meets ANSI and AIIM standards.

Requesting Copies of Microforms

The Utah State Archives will create copies of microforms at a cost. Availability depends on the classification of the records.

In order to request records, an agency or local government should complete a film duplication request. If the Agency does not have the accession number, it must provide the camera and roll numbers.

Private citizens may request microform copies of public records through the Archives Research Center.

Expungement of Information in Microform

The Utah State Archives will expunge records in microform. Certain procedures must be followed so that information can meet court evidence rules. An agency or local government must make a written request to the State Archivist specifying which records on a roll of film are to be expunged with its working copy of the microfilm. Where the expungement is dictated by the courts or administrative hearing officers, a copy of the order must be attached.

With the approval of the Archivist, Preservation staff permanently remove the specified documents from the master and working copy microfilm as specified in the written request. After expungement, the roll of film is returned to the agency. A label is placed on the outside of the master microfilm carton stating that the specified files were expunged. This procedure deviates from ANSI/AIIM MS42-1989 Recommended Practice for the Expungement, Deletion, Correction, or Amendment of Records on Microforms in order to comply with Utah Code 77-18-15 (8).

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