Transferring physical 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.

Benefits of transferring records to Museums of History NSW

Transferring records to our custody:

  • reduces your organisation’s storage costs
  • passes the risks and liabilities associated with managing and protecting records 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 protected through measures such as climate control. 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 list, box and prepare the records for transfer
  • procuring boxes and other storage containers
  • arranging for the delivery of the records to Museums of History NSW.

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

Step by step guide to 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 digital records to our custody

Advice and procedures for the transfer of digital-born State archives

Site visit to WSRC

Transfer plans

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