Changes to Government Loan Services

The State Records Office of Western Australia (SRO) has reviewed the current courier service arrangements for its government loans service.  In providing a government loans service, the SRO’s primary objective is to ensure the safe care and custody of State archives while facilitating an agency’s right of access to the records of their (or their preceding) organisation.  Due to preservation and security concerns for archival material identified in the review, the SRO will no longer issue archival records via the standard courier service. 

The following options will be available to government agencies requiring access to State archives held by the SRO:

Access to records at the State Records Office Search Room

Government agencies should, where possible, send agency staff to access records in the SRO Search Room. Records may be requested by an agency via the SRO’s online retrieval request process at https://archive.sro.wa.gov.au/, with agency staff using a standard wa.gov.au email account to register. Records may also be requested as a normal retrieval in the Search Room by phone on 9427 3600 or via email at sro@sro.wa.gov.au.  There is no charge to agencies accessing State archives in the SRO Search Room. 

Government Loans Service

Government agencies that have a strong business need to access files at their place of business may request a government loan.  Archival records approved for loan must be collected in person by an agency staff member or the agency must arrange for a dedicated courier to collect archival records from:

            Location: SRO Enquiry Desk, Ground Floor, Alexander Library Building, James St entrance, Perth Cultural Centre

            Collection times: Tuesday – Friday, 10am – 4.30pm. 

Agencies will be notified by phone or email when their items are ready for collection.

Urgent loans that need to be collected or returned on Mondays must be arranged with the SRO by emailing sro@sro.wa.gov.au.  A collecting officer/courier sent by a government agency must provide written authorisation from the agency giving permission to collect the nominated items. State archives will not be handed over without a written authorisation

Agencies are to be responsible for any costs associated with the collection and return of government archives. The SRO’s current retrieval fee for government loans remains in place. Agencies are required to ensure that the condition of State archives that they have on loan are not altered. Digitisation of State archives on loan should not be undertaken without prior approval from the State Archivist.

Digitisation Service

Government agencies may also request the SRO to undertake digitisation of files. The SRO provides a fee based digital copying service for State archives. Costs for digitisation services for government agencies will be determined on a cost recovery basis with a standard retrieval fee and a cost per page for digitisation, outlined at http://sro.wa.gov.au/about-us/fees-and-charges/fees-and-charges-government-agencies. To request a government agency digitisation service, email the SRO through sro@sro.wa.gov.au.  Please note any digitisation will be subject to an assessment of the format and fragility of the records.

Agency staff may use cameras located in the Search Room to digitiste items from files or may bring their own cameras, including mobile devices, subject to the usual conditions of use for all SRO clients.

Summary:       

·         State archives will no longer be sent out via the standard government courier service;

·         Agencies should review files at SRO where possible;

·         Where a government loan is required, a government agency staff member or previously authorised courier service must collect and return items at the SRO front desk.

·         Agencies can request digitisation of records.

To assist agencies in managing loan requests the SRO will be holding a series of workshops in using the online catalogue over the coming months. Details will be made available shortly.