Transferring physical records to our custody

We only accept records that were created, received and kept in relation to the official functions of a public office (‘State records’) and that are identified as ‘State archives’ in an approved, current retention and disposal authority.

Transfer normally occurs when the organisation no longer needs the records for on-going business (i.e. the records are no longer being added to or updated, and are not accessed frequently). Your organisation should be unlikely to recall records after transfer.

The records must be in good physical condition. If the records are mouldy, pest infested, damaged or so fragile that they cannot be handled without causing further damage or loss of information, we cannot accept them for transfer.

Audio-visual formats (videos, film, cassette tapes etc.) are subject to loss and degradation over time and are increasingly inaccessible in their original format. Prior to transfer, a digital preservation copy is required to be made by your agency which will accompany the physical items. This will ensure access to the material held on the record is possible into the future.

Actions

• Use a State Records NSW retention and disposal authority to identify records required as 'State archives'.
• Confirm the records are no longer needed for ongoing business.
• Confirm the records are in good physical condition. If the records require treatment (e.g. cleaning or repair), contact us to discuss options.

Resources

• State Records NSW - List of general and functional retention and disposal authorities issued for use by particular organisations or organisations carrying out similar or the same functions, and records common to more than one organisation
• State Records NSW - Guidance on using a retention and disposal authority to sentence records
• State Records NSW - Digitisation of analogue audio and video
• Fact sheet 1: Guide to damage

For assistance with this step please contact us.

Tips

• Once records have been transferred into our custody your organisation can still request access via a digital copy (fees apply) or by visiting the Western Sydney Records Centre, Kingswood. Please note, once transferred, you can no longer add to, alter, or reactivate an item into a current record management system.

When preparing to transfer records you need to consider the following and confirm that:

• your organisation is aware of what needs to be transferred/has identified potential transfers and is prepared to allocate appropriate resources to complete the transfer (including staff, time, space and budget)
• a series has been registered with Museums of History NSW describing the records you are preparing to transfer. The Agency Services team can assist with this step.

Museums of History has an online Service Portal available for public offices to use to explore existing holdings and to request the transfer of records into the State Archives Collection. Alternatively, all series held by MHNSW are available to search via the State Archives catalogue. Please contact the Agency Services team if you are planning to transfer records into the State Archives Collection and do not currently have a log-in.

Actions

• Contact the Agency Services team if you require access to the online Service Portal. We will set you up with a log-in to the Portal and there is assistance on our website on its use.
• Identify whether the records form part of an existing record series.
• Request to register a new series if these records have not been transferred into the State Archives Collection previously.
• Confirm the current storage location of the records proposed for transfer and organise to check box contents lists against the physical items.

Resources

• Fact sheet 2: Archival terminology
• Search for existing series in either the State Archives catalogue or via the Series Explorer function within the Service Portal.
• Create New Series through the Service Portal

Under the State Records Act 1998 all State records are deemed to be subject to an open to public access (OPA) direction once they are at least 20 years old – unless a closed to public access (CPA) direction has been made by the public office responsible for the records.

An Early Access (EA) direction can also be applied if the records can be made open to public access sooner than 20 years. For example, if the material is already in the public domain, such as Annual Reports.

Actions

• Check whether the records contain sensitive information that should be protected by a CPA direction.
• Check whether the records are covered by a CPA direction that has not expired (a CPA direction expires after five years unless it is renewed by the public office responsible).
• If a new CPA direction or the renewal of a CPA direction is required, use the Service Portal to make or renew an access direction for the records.
• Check whether the records can be made open to public access sooner than 20 years under an EA direction.
• If a new EA direction is required, use the Service Portal to make an access direction for the records.

Resources

• Register of access directions
• Making access directions

For assistance with this step please contact us.

Tips

• Transferring records to our custody does not determine whether or not records are open to the public. Public access to records in the State Archives Collection is governed by Part 6 of the State Records Act 1998. See Public access to the records for more information.
• Records that are closed to public access by a CPA direction may still be retrieved by the responsible public office.
• Summary information about records in the State Archives Collection is discoverable through the State Archives catalogue. This includes records that are not yet open to public access under the State Records Act.

You must list, label and pack records correctly prior to transfer.

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

Packing records properly protects them from damage and maintains the correct arrangement.

The Agency Services team will receive the transfer request, assess the paperwork and issue an authorisation to transfer.

Actions

• Complete Form 1: Consignment List - Physical Transfer. This can be downloaded from the website and is also available in the Service Portal.
• Log in to the Service Portal to request the transfer of physical records.
• When the transfer has been authorised, Museums of History NSW will notify you.
• Box or otherwise pack the records ready for delivery to Museums of History NSW.
• Attach the barcodes supplied by Museums of History NSW in compliance with the specific instructions provided.

Resources

• Form 1 - Consignment List - Physical Transfer
• Fact sheet 3: Creating a consignment list
• Fact sheet 4: Packing and labelling records for transfer

Following receipt of your consignment list we will review and advise of any revisions required.

Tips

• We may choose not to accept a transfer. In such circumstances we will discuss the reasons why and any additional steps your organisation should take.

We will notify your organisation when the proposed transfer is authorised. We will also make arrangements for when the records can be delivered or collected. Regional public offices are responsible for arranging the delivery of the records to either the Western Sydney Records Centre or to a Regional Archives Centre (if approved).

Actions

• Arrange for the collection or delivery of the records to Museums of History NSW on the agreed date.

We will acknowledge receipt of the records by email.

After we receive the records we will add information about them to our State Archives Management System. We will then send you a consignment receipt.

Your organisation should keep records of the transfer project, including details of what was transferred and when, as evidence of the transfer. Your organisation should also update records control systems, as required, to show that records were transferred to Museums of History NSW.

If we identify significant problems with the condition of the records, the way in which they have been packed or the consignment lists, we will not accept the transfer. In these cases your organisation will be asked to pay to remediate the records and/or consignment lists. Museums of History NSW will advise specific costs.

If your organisation needs to retrieve an item you can lodge a retrieval request.