Transferring Archival Records To The State Records Office
- Special Note
- Introduction
- Transfers to the Intermediate Records Repository
- Consignment Listing Information Sheet
- Archival Boxes
- Further Information
Special Note
Since July 2001, the State Records office has been unable to accept transfers of archival records from government agencies due to lack of archival storage space. The information provided on these pages relates to transfer protocols that were in place prior to July 2001. Government agencies will be advised when transfers recommence and any new protocols that may apply to transferring archival records to the State Records Office. Government Organizations must keep archives in accordance with Directions for keeping hardcopy State archives awaiting transfer to the State Records Office.
Introduction
One of the core functions of the State Records Office is the receipt of archival value records from government agencies. Records are taken into custody so that they can be properly conserved and made available to the public for access as appropriate. Agencies wishing to transfer records to the State Records Office are must give the Director at least 30 days written notification of their intention to transfer archives. (State Records Act 2000, s.32).
The process of transferring records to the State Records Office is one that must be performed according to strict guidelines.
A one-off fee applies for the receipt and handling of transfers of archival (permanent) records to the State Records Office. For further information on the fees and charges that apply for services provided to Government Agencies please click here.
Updates to procedures and additional information will be placed here. Presently the following information is provided online to assist agencies that are seeking to transfer records.
Transfers to the Intermediate Records Repository
In March 2005, a new whole-of-government contract for the storage of temporary records commenced. As a result of this new contract, no further transfers of intermediate or semi-active records can be made to the State Records Office's Intermediate Records Repository.
For further information on the new whole-of-government records storage contract, please visit the website of the Department of Treasury and Finance.
Consignment Listing Information Sheet
When transferring records to the custody of the State Records Office it is necessary to ensure that the documentation accompanying them is in correct order. The documentation required must include an itemised listing of the records being transferred - known as a Consignment List. There are specific guidelines as to how Consignment Lists must be set out, so as to ensure that the information can be easily placed into the State Records Office system.
Click the link below to download an SRO instruction sheet on how to prepare listings of records.
Consignment lists can be submitted to the SRO either by email or on floppy disc. The SRO prefers consignment lists to be sent via email after consultation with the Coordinator: Tranfers on phone number 08 9427 3438.
All listings will need to be thoroughly checked by State Records Office staff prior to transfer to ensure that they confirm with State Records Office requirements.
Archival Boxes
Archival records being transferred to the State Records Office must be boxed by the agency in approved archive boxes.
Archive boxes measure 385mm x 250mm x 168mm (internal measurements when box is made up), and are made in one piece with a flap lid inclusive. These boxes are commonly referred to as Type 1 archive boxes.
Acid free archive boxes (neutral and buffered) which do not require any type of box lining are available from:
- Zetta Florence (ph. 1300 555 124)
- Visy Board (ph. 08 9256 5600)
Acid free box liners are available from Visy Board (ph. 08 9256 5617).
To determine how many boxes will be needed, measure the length of the files as they would stand on a shelf and divide by 0.16m.
It is the responsibility of the transferring agency to purchase these materials and ensure that all archival records are correctly boxed prior to transfer to the State Records Office. Please contact the Coordinator Transfers on 9427 3438 or email sro@sro.wa.gov.au for information on the method for boxing the records and details on the documentation required for transferring archival records.
Further Information
For further advice on how to proceed with transferring archival records to the State Records Office please contact the Coordinator: Transfers on (08) 9427 3438 or via email at sro@sro.wa.gov.au.
