Returns and overdue loans

Return of permanent records

Records on loan to agencies may be returned to State Records by DX, courier or in person. For security reasons, records must not be returned via post.

The return of an item to its location on the repository shelves is a service included in the retrieval fee and does not attract further charge.

Only records that have been formally transferred to State Records and issued by State Records for loan, may be returned.

Overdue records

The usual loan period is 90 days. If agencies need to retain a record for longer than 90 days, the agency must negotiate an extension before the end of the loan period.

When a loan becomes overdue a charge will be applied, as per State Records' regulated fees and charges. It is the responsibility of the authorised agency user to arrange for the return of the records to State Records, or for an extension of the loan.

How to extend a loan

To extend a loan, the authorised agency user should complete an Agency Loan Extension Request Form and email it to

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