Transfer of electronic annual reports

The requirement to transfer annual reports to the State Archives Collection, MHNSW, is informed by two different instruments:

1. C2022-02 Deposit of New South Wales Government Publications
   Electronic copies of Annual Reports are required to be sent to: NSW State Archives Collection
2. General Retention and Disposal Authority GA 28 – Administrative records
   Annual reports are identified as state archives GA28 class 10.11.1.

MHNSW now has an online Service Portal available through which public offices can request the transfer of required material.

Log in to the Service Portal

Please contact the Agency Services team if you need a login to the Service Portal. The team can be contacted by emailing transfer@mhnsw.au

Following receipt of your request for access to the Service Portal we will request your contact details and set you up with a login.

Resources:

• Request a transfer of digital archives through the Service Portal

Records not covered by a Closed to Public Access (CPA) or Early Access (EA) direction will by default fall into the Open Access period, which opens records to public access by default once they are 20 years old.

• Check whether the records are covered by an EA direction.
• If a new EA direction is required, use the Service Portal to make an access direction for the records.

Identify whether the records form part of an existing record series or whether a new series will be created.

Annual reports may be transferred into an annual report, publications or administrative record series for the corresponding agency that creates the annual report.

If no series is currently registered, you will need to request a new series be registered before requesting a transfer.

Resources:

• Search for existing series in either the State Archives Collection catalogue or via the Series Explorer function within the Service Portal.
• Create New Series through the Service Portal

You must list records correctly prior to transfer and provide requested metadata.

Listing records for transfer is very important as it provides evidence of what is transferred to our custody and enables the records’ ongoing retrieval and use. The information provided in the consignment list will be imported into our State Archives Management System and used to manage and retrieve the records in the future.

• Complete Annual Report List template
• Log in to the Service Portal

The Service Portal does not currently have the function for digital records to be uploaded and received.

We will notify your organisation when the proposed transfer is authorised. We will then make arrangements for the records to be received.

We provide a number of secure methods for receiving digital annual reports. After your transfer has been authorised, we will work with you to arrange the most suitable method.