Agency access to the archives

Identifying records

Agencies must maintain documentation about the details and locations of the records for which they are responsible. This is regardless of whether the records are held onsite, are stored at an Approved Service Provider (ASP), have been destroyed or otherwise disposed of, or have been transferred to State Records.

For records that have been transferred to State Records, the online archival catalogue ArchivesSearch can be used to identify records. Authorised agency users can log in to ArchivesSearch and search for series, consignment, unit, and item details of all records for which their agency is the agency responsible, regardless of access conditions that apply.

ArchivesSearch can also be used to identify open access records that are the responsibility of other agencies.

To become an Authorised Agency User, please see the following pages: Agency Loan Requests, Authorised Agency Users and Terms and Conditions of Loan.

For assistance with searching, see the help pages within ArchivesSearch or contact the Research Centre. If you are having difficulty accessing information about your agency’s records within ArchivesSearch, a guide that might assist is available on the following page: Our Catalogue – ArchivesSearch.

To request records for loan, please see the following page: How to Request Records for Loan.

For assistance with requests for loan, please contact Loan Services.

Record viewing options for agencies

Authorised agency users may request for loan, records for which their agency is responsible by submitting an Agency loan request form. This form outlines a couple of viewing options.

Records may be sent through DX, or collected by courier or an agency representative, for viewing onsite at an agency. This option attracts a charge, as per State Records’ regulated fees and charges, and the authorised agency user accepts responsibility for the records while they are temporarily removed from State Records’ custody, and agrees to the terms and conditions of loan.

Another option is to view records at State Records’ Research Centre. This option is free of charge. Contact the Archive Team for further information about viewing your agency’s records at State Records’ Research Centre.

A third option is to be provided copies of records, in either hard copy or digital form. This option attracts a charge, as per State Records' regulated fees and charges. Contact the Archive team for further information about copying services.

Access to records of another agency

Only an authorised agency user from the agency responsible for the records may request records for loan.

To access records of another agency, it is appropriate to contact the Records Manager of the agency responsible for the records to make arrangements with that agency to request records for loan on your behalf. The authorised agency user and the person who authorised the loan bear responsibility for the records while they are temporarily removed from the custody of State Records and agree to the terms and conditions of loan. Agency loan charges will be incurred by the agency responsible.

If the records of another agency are available on open access, they can be viewed by anyone at State Records’ Research Centre using a public user ID account.

For more information, see Agency loan requests.

Forms

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