Storage of Temporary Records
As a result of a whole-of-government contract for the storage of temporary records, 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 Finance.
Retrieving Records from the Repository
Government agencies that have transferred intermediate records to the Repository may arrange to recall these records for short periods.
Fees apply for the retrieval of intermediate (temporary) records by State Records Office staff.
Records may be requested from the Repository by the following means:
Fax (08) 9427 3638 (preferred means)
Telephone (08) 9427 3600 (10am - 4.30pm, Tue - Fri)
When requesting items, please quote:
- the name of the agency
- accession number
- box number
- file number
Requests are sent via Courier Australia to the agency's official address. If records are required urgently, they may be collected in person by arrangement with State Records Office staff but there can be up to 24 hour response.
There is no limit to the time an agency may keep temporary records retrieved from the Repository but it is desirable to have files returned as soon as they are no longer required by the agency.
It is essential that agencies maintain a record showing the location of an item until it is returned to the Repository. This serves to minimise requests for items that may already have been sent to the agency.
Returning Records to the Repository
It is the responsibility of the borrowing agency to ensure that records are returned through Courier Australia, or in person by a member of the agency's staff to the State Records Office Search Room, ground floor, Alexander Library Building. Please do not post or courier records directly to the Repository.
Records must be wrapped securely for protection.
If an agency decides to retain a record indefinitely, State Records Office staff must be advised in writing so that the relevant documentation can be amended.
Records Destruction Procedure
The State Records Office offers a storage service only, with the destruction of records stored within the Intermediate Records Repository being the responsibility of the creating agency.
While intermediate records should be disposed of when they are no longer required by the agency that created them, they can only be destroyed in accordance with an approved Disposal Authority.