Agency Access
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 must be added to any folio on the file.
Requesting Records
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:
- Telephone the State Records Office on (08) 9427 3600; or
- Fax a request on (08) 9427 3368.
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. Requested items are sent via Courier Australia to the agency's official address. They may be collected in person by 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: on Monday 24 December 2012 and Monday 31 December 2012 Government Agencies will NOT be able to request or return records to the SRO or the Intermediate Records Repository, due to office closures. The SRO and Intermediate Records Repository will be open for loan requests and returns on 27 and 28 December 2012 and from Wednesday 2 January 2013.
Urgent Requests
Urgent requests for records can be made by telephong the State Records Office on (08) 9427 3600. Loans may be collected from the State Records Office Search Room on the Ground Floor of the Alexander Library Building between 9.30 am and 4.30 pm.
Records requested as "urgent loans" from greater than SRO Consignment 5237 can be collected directly from the Intermediate Records Repository upon arrangement with Repository staff tel: (08) 9271 3865 or email: patrick.mccourt@sro.wa.gov.au
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.
Any concerns relating to the condition or integrity of the record should be referred to the Preservation Program Coordinator ph. (08) 9427 3616.
Records will arrive with a white 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.
Returning Records
Records may be returned via Courier Australia, by a member of the agency's staff, or by a commercial courier at the expense of the agency. Records must be wrapped securely for protection.
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.
For information on the procedure for retrieving these records see the Intermediate Records Repository section.