Records that have been transferred to State Records should be complete, inactive and no longer required for current administrative purposes. If necessary, records can be viewed, copied or temporarily loaned by the creating agency.
Types of agency access
Agencies can access records in the archives as follows:
- temporary loan of records, for a fee
- receive a digital copy of a record, for a fee
- view records in the Research Centre, for free.
What can be loaned
Agencies can temporarily loan records which were created by their agency or its predecessors, subject to conditions imposed by the Director of State Records.
To access records created by other agencies, contact that agency directly.
Conditions of loan
The conditions of loan of records, as outlined in the Management and Care of Records on Loan to Agencies Standard are:
- the standard loan period is 90 days
- fragile or older records may not be loaned if this will risk their preservation (digital copies may be provided instead)
- there is a system in place in the agency to track the physical location of the loaned records
- records are returned at the end of the loan period (indicated on the attached labels)
- records are returned in the same order and condition as when they left State Records, which means:
- nothing is added or removed
- numbers are not changed
- packaging and labels are not changed
- no repairs are attempted
Future loan requests may be refused if loaned records are lost and unable to be returned.
How to request records for loan
1. Identify the record
A GRS or GRG (series) number, consignment number, unit number and item number are required.
These can be found using the consignment lists created at the time of transfer of the records, or by searching our online catalogue ArchivesSearch.
Authorised agency users can log in to ArchivesSearch and search for series, consignment, unit, and item numbers, including for access restricted records. Note that ArchivesSearch may not include all details for records transferred prior to 2004.
2. Complete and submit the request form
Agencies should indicate on the form their preferred delivery option.
For assistance with requests for loan, please contact Loan Services.
Fees and timeframes
Loans and copying are subject to fees in accordance with State Records Regulations 2013.
Standard requests for records stored at Gepps Cross are processed within 48 hours.
Urgent requests for records at Gepps Cross are processed within 24 hours.
Requests for records stored at Collinswood are processed weekly on a Monday. Requests must be received before 3.30pm Friday, or will be processed the following week.
Longer processing times, and fees, may apply if there is insufficient information to identify the record and research must be undertaken to locate a record.
Fees will apply if the requested record has already been loaned to the agency.
Delivery, collection and viewing options for agencies
- DX: records sent by DX weighing over 5kg will incur an additional charge levied by TOLL Priority
- Courier pickup from 115 Cavan Rd, Gepps Cross
- Agency representative collection from Gepps Cross
- View at the Research Centre, Gepps Cross.
Records requested for loan are available for collection between 9.00am and 4.00pm Monday to Friday.
Tracking loans in your agency
To ensure records are returned within the loan period and do not occur additional charges, we recommend agencies have a process for tracking loans which includes:
- having the records management area make all requests on behalf of staff and track the movement of the records
- registering loans requested in Excel or similar to track due dates
- recording any movement of the records in agency systems OR requiring staff view the records in the records management area OR providing copies for access instead of the original
- auditing loan requests monthly to ensure records are being returned.
Returns and overdue loans
Return loaned records via DX, courier or in person by an agency representative. Records must not be posted.
If records are required for longer than 90 days, request an extension using the Agency Loan of Official Records - Loan Extension Request Form, prior to the end of the loan period.
Records not returned by the end of the loan period (overdue loans) will incur a fee until the records are returned.
Contact Archival Services if records are unable to be located.
State Records may refuse future loan requests until the agency can demonstrate an effective process for tracking loaned records. In this case agencies will still be able to obtain copies or view records in the Research Centre.