Records Managers Online Forum

Each public office is required to submit a transfer plan. If the arrangement is for you to submit information on behalf of another agency, we would mark them as completed once you have submitted a plan for them.

There is no need to identify individual files and you can group together a series/group of records as one line-entry in your transfer plan (e.g. Research papers 2010-2020).

You can advise us in the free text description field that it is a hybrid record set and identify an estimated quantity of physical and digital records.

Yes, please supply details in the description field if you already have a series registered - e.g. Board minutes 1956-1979 series NRS-12345.

We can provide information about current holdings if requested or you can search the MHNSW Collection catalogue at State Archives Collection.

The transfer plan submitted during 2024 should focus on your plans for the next 5 years, but a later date can be selected in line with your agency’s intentions. If you are planning on transferring a series of records across several years you can select the date you intend to start the transfer and note in the description field that it will be a multi-year project.

The appraisal of an agency’s record holdings is not required in order to complete a Transfer Plan. We recommend that an assessment be done first at a higher level and then more detailed information can be provided over the 5-year cycle or as an actual transfer of material is completed.

State Records NSW have a spreadsheet that lists the state archives classes for each disposal authority, which may be of assistance Records Retention and Disposal Authorities | State Records NSW.

Museums of History NSW can support public offices with general advice and guidance when they are submitting their transfer plan.

The ability to upload a file to your transfer plan is designed for material such as a holdings report, a past records project report or a spreadsheet of your record-sets. The transfer of digital material into the State Archives Collection is a separate process: Transferring digital records

An agency can update the status of their plan at any time during the 5-year period. At the start of the next planning cycle in 2029, all previously submitted transfer plans will be closed as the new ones are received.

An example of a digital legacy system would be a database that is no longer used or accessed on a regular basis or has been superseded and not migrated into a new system.