Accessing Restricted Records
While many records are restricted for extended periods of time there are avenues available to gain access to these records where it can be shown that there is a legitimate reason to access the files.
The decision to grant access to restricted records ultimately lies with the agency responsible for creating those records. In cases where the creating agency is no longer in existence then the successor agency assumes responsibility for control of the records.
Advice on how to apply for access to restricted records can be obtained from State Records Office staff. Application forms are available at the Search Room desk and will require that the applicant state specifically which items they wish to have access to. The applicant will need to state the title of the file, the accession or consignment number, the item number and the date of the file as well as provide a reason for requesting access to the file.
Agencies determine access based on their individual restricted access policies and require certain criteria to be met before they will grant access.
Applying to Access Restricted Records
The following steps outline the procedures involved in applying to access restricted records:
- Obtain the relevant application form from the State Records Office Search Room Enquiry Desk.
- Complete form including all relevant personal details, information on items required and reason for requesting access.
- Post, fax or deliver the completed form to the relevant agency. Each form contains details on where it should be lodged.
- The agency may contact you further to obtain information to assist in deciding if access will be granted. Exact details of this process will vary depending upon the agency and the sensitivity of the information required. In cases where information is required for family history purposes (eg. prisoner records) it may be necessary to obtain written authorisation from the person involved, or to prove direct decent in the case that the person is no longer alive.
- When a decision has been made you will be notified by the agency in writing and a copy of the permission letter will be faxed to the State Records Office.
- If access to restricted material has been granted then it will be necessary to arrange for the retrieval of the items with State Records Office staff. Access to the items will be in accordance with normal State Records Office procedures.
For more information on retrieval times and procedures click here.
NOTE: Restricted access items can only be accessed during State Records Office opening hours and can not be viewed after hours in the Battye Library.
- When collecting restricted access materials we strongly recommend that you bring your letter of authorisation.
Further Information
If you require more information on how to apply for access to restricted records please feel free to contact State Records Office Enquiry Desk staff either by telephone on (08) 9427 3360, by facsimile on (08) 9427 3368, via email at sro@sro.wa.gov.au or in person.
