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 must give the State Archivist and Executive Director State Records at least 30 days written notification of their intention to transfer archives (State Records Act 2000, s.32(3)).
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 records to the State Records Office. Details of fees and charges that apply for services provided to Government Agencies can be found on our Fees and Charges for Services to Government Agencies section.
Transfers to the Intermediate Records Repository
In March 2005, a 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 whole-of-government records storage contract, please visit the website of the Department of 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.
Transfer of Consignment Lists (current at 2001)
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 awaiting transfer to the State Records Office should be boxed by the custodial organisation in approved archive boxes. Archival standard boxes are made from acid free board (neutral pH and buffered). They should carry the National Archives of Australia archival quality trademark and the majority are made in one piece with a flap lid inclusive.
The standard box, suitable for most files, measures 385mm x 250mm x 168mm (internal measurements when box is made up). These boxes are commonly referred to as Type 1 archive boxes. 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.
Other sizes are also available.
Archival quality boxes and products can be obtained from the following suppliers:
Archival Survival Pty Ltd
PO Box 2394
Hawthorn VIC 3122
Tel: 1300 781 199
Fax: 1300 781 146
Email: info@archivalsurvival.com.au
Website: www.archivalsurvival.com.au
Conservation Resources Pty Ltd
31–33 Chifley Drive
Preston VIC 3072
Tel: 1300 132 570
Fax: 1300 132 571
Email: sales@conservationresources.com.au
Website: www.conservationresources.com.au
Preservation Australia Pty Ltd
PO Box 210
Enmore NSW 2042
Tel: 1300 651 408
Fax: 1300 651 406
Email: info@preservationaustralia.com.au
Website: www.preservationaustralia.com.au
Zetta Florence Pty Ltd
9–13 Villas Road
Dandenong South VIC 3175
Tel: 1300 555 124
Fax: 1300 555 024
Email: info@zettaflorence.com.au
Website: www.zettaflorence.com.au
This listing of conservation suppliers and professionals does not represent an endorsement by the State Records Office.
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 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 email sro@sro.wa.gov.au.