Preservation Advice
Introduction
One of the roles of the State Records Office is to supply advice to both State and Local Government agencies in matters relating to the maintenance, preservation and conservation of State records. The objective is to ensure that State records, and more importantly State archives, are stored and maintained under conditions that will promote their longevity.
Material within the State Records Office collection is managed according to an inhouse Preservation Policy, which provides a set of general guidelines for the management of State archives. An ongoing conservation program, provided through the expertise of the State Library of WA's Preservation Services Branch, ensures timely and appropriate treatment of all material within the collection.
Not all State archives, however, are held within the State Records Office collection. Some are in the custody of their creating agencies, where they are in active or semi-active use prior to their transfer to the SRO, while others are in approved repositories.
For agencies that have requested, or seek to request, retention of State archives beyond twenty five years via Recordkeeping Plan processes, SRC Standard 7 - Storage of State Archives retained by State Organizations through an approved Recordkeeping Plan provides minimum compliance criteria.
The State Records Office will also shortly be providing further guidance to all agencies that have been directed to retain custody of State archives pending the availability of additional archival storage space at the State Records Office.
Preservation considerations should be extended not only to State archives, but to any State record that is to be maintained for an extended period of time. Thus, it is the responsibility of agencies to make certain that temporary records are also adequately stored so as to ensure that they will remain viable, functional records for the duration of their allotted retention period.
The State Records Office can provide advice on a range of preservation issues such as choosing archival formats, copying programs and appropriate storage facilities and materials, by drawing on the expertise of State Records Office preservation staff and the State Library of WA's Preservation Services Branch. For more information on the State Records Office's preservation activities contact the Preservation Program Coordinator by telephone on (08) 9427 3360 or via email at sro@sro.wa.gov.au.
Microfilming
Microfilming remains one of the most accurate, reliable and enduring forms of records reproduction available. As such microfilming is a viable alternative to paper as a long term storage medium for temporary value records, and in some cases can also be considered as an alternative to the original format for archival value records.
The State Records Office provides guidelines on the standards required for the microfilming of both temporary and permanent value records, and can also advise on the implications of the Evidence Act with regard to microfilming. In some instances the State Records Office may also be able to assist by providing access to an archival standard microfilming service for records designated as State archives.
For more detailed information on the microfilming of temporary and permanent value records click here.
Paper Selection
A major factor in determining the prospective longevity of State records is the quality of the paper used in the creation of the records. It is necessary to ensure that the quality of the paper used will be adequate to meet the expected lifespan of a record and that where archival value records are concerned, archival or permanent quality paper is used wherever possible.
The State Records Office can advise on the best quality paper for records management systems as well as provide information on where to purchase archival or permanent value paper.
For more information on paper selection click here.
Background Information
A wide range of resources covering various aspects of preservation and conservation are available through the Internet. The following websites are recommended for those seeking background information on preservation topics:
Cornell University Library: Department of Preservation & Conservation
These sites provide a selection of guides and information sheets on a wide range of preservation issues relevant to the care and maintenance of documentary collections.
A more comprehensive listing of links to websites dealing with preservation issues can be found in the Related Links section.
