Government agencies which have transferred records to the State Records Office can recall these records on a short term loan, through the use of the Government Loan Service. The basis of such loans is determined by the following State Records Office Loans policy.
Fees and charges for the retrieval of Government loans by State Records Office staff for both archival (permanent) and intermediate (temporary) records.
Agencies may only borrow their own records or those of their predecessors.
PLEASE NOTE: Records borrowed from the State Records Office must not be altered in any way. For example, folios (pages) must not be added or removed, file numbers or titles changed, or file covers removed or replaced. No writing, post-it-notes or any form of adhesive must be added to any folio on the file.
An agency must authorise designated officers to be responsible for requesting records from the State Records Office.
Requests for records may be made by the following means:
- Lodging an online request for a government loan
- Telephone the State Records Office on (08) 9427 3600; or
- Emailing a request to firstname.lastname@example.org.
To register for online government loan requests, please create a log in to the catalogue with your work email, as a researcher. Once you have completed the login, email email@example.com and identify that you have registered online, and that you are the records manager for your organisation.
The senior records manager, or equivalent, can also authorise additional records staff to be granted access to the online government loan ordering, by listing staff and their roles in the same email.
If contacting SRO staff by phone or email, please supply the following information:
- name and contact number of the person making the request;
- the name of the agency and department within the agency;
- accession or consignment number;
- AN or WAS number;
- item or file number; and
- item title.
Please allow 48 hours for the delivery of routine requests. You will be contacted via email when the items are ready for collection. Requested items may be collected in person from the Search Room counter by staff or by a dedicated courier during our opening hours. Collections and returns on Mondays will be by prior arrangement with State Records Office staff.
The loan period is one month. Late returns and overdue loans are charged and details are on our fees and charges.
If records are being collected, the officer or agent collecting the record must produce a letter of authority on the agency's letterhead before records will be released.
PLEASE NOTE: All Intermediate Records Repository requests should be made by email (firstname.lastname@example.org).
Urgent requests for records can be made by telephoning the State Records Office on (08) 9427 3670. Loans may be collected from the State Records Office Search Room on the Ground Floor of the Alexander Library Building between 10am and 4.30pm Tue - Fri. Records requested as "urgent loans" from most consignments greater than SRO Consignment 5237 may require a 24 hour response as these are stored offsite.
Care of Records
Records borrowed from the State Records Office must not be altered in any way. For example, folios (pages) must not be added or removed, file numbers or titles changed, or file covers removed or replaced. No writing must be added to any folio on the file. No post-it-notes or other adhesive mateial should be attached to folios.
Any concerns relating to the condition or integrity of the record should be referred back to the State Records Office.
Records will arrive with a loan slip attached. Please ensure that this slip is not removed as it is the State Records Office's record of the record's location.
Records must be returned via a member of the agency's staff, or a dedicated commercial courier at the expense of the agency. Records must be wrapped securely for protection. All records should be returned to the State Records Office Search Room in the Alexander Library Building.
Retrieving Records from the Intermediate Records Repository
Agencies with intermediate records stored at the State Records Office's Intermediate Records Repository may also arrange to recall files. Charges also apply to retrievals of records from the Intermediate Records repository. Requests should be made by email (email@example.com). Records can be collected from the State Records Office Search Room on the Ground Floor of the Alexander Library Building between 10am and 4.30pm Tue - Fri. For large collections of material from the repository we will contact you to discuss collection.
Further information on the procedure for retrieving these records is in the Intermediate Records Repository section.