Transferring digital records to our custody

Transfer is the process that results in records being taken into our custody to become part of the State Archives collection. These step-by-step procedures will guide you through the process for digital records.

Benefits of transferring records to Museums of History NSW

Transferring records to our custody:

  • reduces your organisation’s costs for software licences and vendor support for legacy systems
  • reduces your organisation's storage and hardware infrastructure costs
  • passes the risks and liabilities associated with maintaining accessibility to records and protecting them from unauthorised access, deletion or corruption to Museums of History NSW
  • passes the responsibility for managing public access to records under the State Records Act 1998 to Museums of History NSW
  • enables public offices to comply with section 29 of the State Records Act.

Records in the State Archives collection are stored securely and actively managed. This ensures that the records are preserved and accessible forever.

Costs of transferring records to Museums of History NSW

Transferring records to our custody will require certain input and resources from your organisation. Your organisation is responsible for:

  • utilising appropriately skilled staff or contracting external service providers to identify, list and prepare the records for transfer
  • migrating records from obsolete formats to enable their ingest to Museums of History NSW's archives management system
  • exporting records and associated metadata from the systems in which they are kept
  • arranging for the delivery of the records to Museums of History NSW.

If this will be your organisation’s first digital transfer, or if you are unfamiliar with the process, the Agency Services team is available to talk you through the steps. Please contact to arrange a meeting.

Step by step guide to digital transfer

MHNSW would like to acknowledge the use of the Public Records Office Victoria’s guidance on transfer in the development of this advice for NSW public offices.

Transferring physical records to our custody

Advice and procedures for the transfer of physical State archives

Site visit to WSRC

Transfer plans

The requirement for public offices to submit a transfer plan commenced on 1 January 2024