Transferring digital records to our custody

We only accept records that were created, received and kept in relation to the official functions of a public office (‘State records’) and that are identified as ‘State archives’ in an approved, current retention and disposal authority.

Transfer normally occurs when the organisation no longer needs the records for on-going business (i.e. the records are no longer being added to or updated, and are not accessed frequently). Your organisation should be unlikely to recall records after transfer.

Actions

• Use a State Records NSW retention and disposal authority to identify records required as 'State archives'.
• Confirm the records are no longer needed for ongoing business.

Resources

• State Records NSW - List of general and functional retention and disposal authorities issued for use by particular organisations or organisations carrying out similar or the same functions, and records common to more than one organisation
• State Records NSW - Guidance on using a retention and disposal authority to sentence records

For assistance with this step please contact us.

Tips

• Once records have been transferred to our custody your organisation can still access and retrieve them, but can no longer add to, alter or reactivate them into a current records management system.
• There are costs associated with retrieving records that have been transferred to us.

When preparing to transfer records you need to consider the following and confirm that:

• your organisation is prepared to allocate appropriate resources to complete the transfer (including staff, time and budget).
• a series has been registered with Museums of History NSW describing the funtion of the records you are preparing to transfer.

Museums of History NSW has an online Service Portal available for public offices to use to request the transfer of records into the State Archives Collection. Please contact the Agency Services team if you are planning to transfer records into the State Archives Collection and do not currently have a log-in.

Following receipt of your request for access to the Service Portal we will:

• request your contact details and set you up with a log-in

Actions

• Contact the Agency Services team for access to the online Service Portal. We will set you up with a log-in to the Portal and there is assistance on our website on its use.
• Identify whether the records form part of an existing record series or whether a new series will be created.
• Register a new series if these records have not been transferred into the State Archives Collection previously.

Resources

• Fact sheet 2: Archival terminology
• Search for existing series in either State Archives catalogue or via the Series Explorer function within the Service Portal
• Create New Series through the Service Portal

Under the State Records Act 1998 all State records are deemed to be subject to an open to public access (OPA) direction once they are at least 20 years old – unless a closed to public access (CPA) direction has been made by the public office responsible for the records.

An Early Access (EA) direction can also be applied if the records can be made open to public access sooner than 20 years. For example, if the material is already in the public domain, such as Annual Reports.

Actions

• Check whether the records contain sensitive information that should be covered by a CPA direction.
• Check whether the records are covered by a CPA direction that has not expired (a CPA direction expires after five years unless it is renewed by the public office responsible).
• If a new CPA direction or the renewal of a CPA direction is required, use the Service Portal to make or renew an access direction for the records.
• Check whether the records can be made open to public access sooner than 20 years under an EA direction.
• If a new EA direction is required, use the Service Portal to make an access direction for the records.

Resources

• Register of access directions
• Making access directions

For assistance with this step please contact us.

Tips

• Transferring records to our custody does not determine whether ot not records are open to public access. Public access to records in the State Archives Collection is governed by Part 6 of the State Records Act 1988. See Public access to records for more information.
• Records that are closed to public access by a CPA direction may still be retrieved by the responisble public office.
• Summary information about records in the State Archives Collection is discoverable through the State Archives catalogue. This includes records that are not yet open to public access under the State Records Act.

If you are planning a transfer of digital records please contact the Agency Services team. We will discuss the metadata required for the records and you can then provide a metadata export that reflects the way the records are organised and conforms with our internal system requirements.

Providing the metadata for the records being transferred is very important as it provides evidence of what is transferred to our custody and enables their ongoing retrieval and use. The information provided in the consignment list will be imported to our State Archives Management System and used to manage and retrieve the records in the future.

The Agency Services team will receive the transfer request, assess the documentation provided and issue an authorisation to transfer. Following receipt of your consignment list we will review and advise of any revisions required.

Actions

• Complete Form 2: Consignment list - digital transfer. This can be downloaded from the website and is also available in the Service Portal.
• Provide metadata as identified in the Consignment list - digital transfer. Please contact the Agency Services team if you have questions about the data required.
• Log in to the Service Portal to request the transfer of digital records.

Resources

• Fact sheet 5: Checksums - you can generate checksums prior to transfer if desired
• Fact sheet 6: Metadata
• Form 2: Consignment list - digital transfer

Tips

• We may choose not to accept a transfer. In such circumstances we will discuss the reasons why and any additional steps your organisation should take.

We will notify your organisation when the proposed transfer is authorised. We will also make arrangements for the records to be delivered or collected (e.g pin-encrypted hard-drive, USB, access via a SFTP).

Actions

• Arrange for the collection or delivery of the records to Museums of History NSW on the agreed date.

We will acknowledge receipt of the records by email.

Tips

We can provide a secure hard drive for the transfer of digital records if required. Please contact us if you would like to utilise this service.

After we receive the records we will add information about them to our State Archives Management System and ingest the digital objects into the digital asset management and preservation component. We will then send you a consignment receipt.

Your organisation should keep records of the transfer project, including details of what was transferred and when, as evidence of the transfer. Your organisation should also update records control systems, as required, to show that records were transferred to Museums of History NSW.

If your organisation needs to retrieve an item that is closed to public access, you can lodge a retrieval request.

You can view items that are open to public access free of charge in the State Archives catalogue.