Ask an Archivist

We hold archives of the NSW Government and its agencies. This includes records made by public schools, public hospitals and universities.

• We don’t hold private records, eg personal papers, personal diaries or company records. Start your search for private papers of NSW citizens at the State Library of NSW.
• We don’t hold Commonwealth Government records. These are held by the National Archives of Australia.

• Start by checking the Subject A–Z for a list of research topics.
• Search the State Archives Catalogue for keywords, especially those that were commonly used for the topic at the time of your interest.
  • Search for records of the agency that may have created records about that subject.

See more information about how to use the collection

When you are researching family history using our collection, think about how the people you are seeking interacted with NSW Government agencies during their lives (eg land, law, employment), or in the event of their death (eg inquest or estate).

• Check our Family History guide
• Search our catalogue and Subjects A–Z for people and places.
• See Subjects A–Z for a list of research topics.

See more information about how to use the collection

See our webinars

• Discovering Collections at MHNSW for a quick walk-through the access points on our website
• Discovering the State Archives Collection to explore the State Archives Collection on our website

You don’t need a login to search our collection, pre-order reading room requests or purchase copies of records. However, a catalogue account will let you save search queries, view your search history and add tags to search results.

• Sign up and see what you can do with an account.

Our Reading Room is at 161 O’Connell Street, Kingswood NSW 2747.

• For opening hours and directions please see Plan your visit

Our staff will offer expert and professional advice on all aspects of your research, however we don’t offer a research service.

• See our Enquiry Services Guide for more information and details of organisations that maintain lists of professional researchers.

You will need a readers ticket to complete your request for original records in our catalogue and to use them in the Reading Room.

• To apply for a readers ticket, fill out the application form here.
• You don’t need a readers ticket if the records you require are copied onto microfilm or microfiche.

• Search for the item in our catalogue. If an original item can be viewed in the Reading Room, the clipboard icon will be visible from the search results and the full details page.
• See more information on how to make a Reading Room request.
• You don’t need to pre-order a record copied onto microfilm or microfiche.
• We recommend you pre-order records before you visit the Reading Room. This gives us time to process your requests and have the records ready when you arrive.

We don’t hold these records. For copies of birth, death and marriage certificates registered in NSW and to search the NSW historical birth, death and marriage indexes, visit the NSW Registry of Births Deaths & Marriages website, which includes:

• NSW births that are over 100 years old
• NSW deaths that are over 30 years old
• NSW marriages that are over 50 years old.

Like all records in the State Archives Collection, those relating to First Nations people are a result of government activity. They are working documents created and used by a large number of public servants in the course of their official duties over a long period of time.

During the 19th century the Colonial Secretary, and then the Aborigines Welfare Board had overall responsibility for official relations with First Nations people. Records of both these offices dating from the 19th and the first few years of the 20th century are among those most significant and accessible for those undertaking research into First Nations histories and culture.

20th century school records such as admission registers, punishment books and administrative school files are also easily accessible and can provide useful information.

See our Guides and Indexes relating to First Nations people and Schools & education.

Many records from the Aborigines Welfare Board (AWB) that do not contain sensitive personal information are accessible to the public after 30 years.

AWB records that contain sensitive personal information such as people’s names and other identifying details are closed for up to 100 years. See our Register of Access Directions for further information.

Cultural heritage information pertaining to Aboriginal relics, sites and places of significance is usually permanently closed to public access. Public offices responsible for this material include Department of Premier and Cabinet, Aboriginal Affairs NSW, Department of Planning and Environment, the National Parks and Wildlife Service and the NSW Aboriginal Land Council.

Contact us for further information.

Use the Ask an Archivist form below to learn more. Visit our Western Sydney Reading Room for records that are open to public access.

Apply to the Aboriginal Affairs NSW (AANSW) Family Records Service for permission to access AWB records that are closed to public access.

Enquiries concerning access to cultural heritage information pertaining to Aboriginal relics, sites and places of significance should be directed to the responsible public office.

We hold records of 80,000 convicts transported to NSW between 1788 and 1842.

• See under ‘convicts’ in our Subject A–Z. You can search our convict indexes and the Convicts Guide for more information.

We hold immigration records to Sydney between 1788 and 1922, including records of convicts and crew. Unassisted passenger and crew records, especially prior to 1854, are incomplete. Many passenger records are very limited, eg ‘Mr & Mrs Smith & infant’.

• Search our Subject A–Z
• See our immigration and shipping resources
• View our Assisted immigrants digitised shipping lists 1828-1896
• If you are looking for immigration records from 1923 onwards, contact the National Archives of Australia.
  

Probate packets contain the paperwork collected by the Supreme Court of NSW as part of the process of granting probate. Probate packets include the will of the deceased, where there was one. We hold probate packets 1800–1976 and some from 1989.

• You can order copies of probate packets from our catalogue
• See our Probate Packets Guide for further information.

Divorce files contain the paperwork collected by the Supreme Court of NSW for a divorce case. We hold divorce files for most of the years 1873–1976.

• You can order copies of divorce files from our catalogue
• See our Divorce Records Guide for further information
• Divorce records after 1976 are held by the Federal Circuit Court of Australia.

We hold historical patient records from state-run mental health facilities. Patient identifying records are open to public access after 110 years.

• Find out more about Mental Health Records
• Find out how to obtain permission to access mental health records less than 110 years old

Court records are arranged by jurisdiction. You need to know which court heard the matter, the locality of the court and the date. Not all court records have been transferred into the State Archives Collection and may still be held by the relevant court.

• See our Higher Courts and Lower Courts resources in Subjects A-Z

Some NSW public schools have transferred admission registers and other records such as punishment books and examination registers into the State Archives Collection. Admission registers held in our collection are listed by the name of the school.

• See our Index to Schools and related records
• Search the State Archives Catalogue
• See the School Students Records Guide for more information about school pupil records held in our collection. If we don’t hold the register you are seeking, it may still be held by the school.

Contact the NSW Education Standards Authority for copies of school certifications and records of school achievement.

• Order a replacement copy of an intermediate certificate, leaving certificate, school certificate or higher school certificate
• Read about the Record of School Achievement (ROSA).

Search the NSW Education school history database for basic details of NSW Government schools, including opening and closing dates and alternative names.

• Check the Index to Schools and related records for the name of the school
• Check our catalogue for the name of the school
• See the School Records Guide for more information.

You can order copies of many files and documents listed in our catalogue.

• An item with the shopping cart symbol indicates that you can order copies. Follow the prompts to order and pay for your copies
• Our standard turnaround is 15 working days from date of receipt of order to dispatch of copies
• Digital copies of records that are open to public access and ordered through our copy service are uploaded to our catalogue for general use
• See more about our copy services.

• During your visit you may photograph the records using your camera, smartphone or tablet
• You can use our photocopy service for a fee
• You can also scan images of most original records to your USB stick for free using the mounted cameras, and scan microform material using our digital scanners.

If you intend to use your personal scanner, please contact the Lead Archivist, Access Services at collections@mhnsw.au before you visit.

• See our Reading Room guide for more information.

Public offices assess the records for which they are responsible, including those held as State archives for continuing sensitivity.

State records are open to public access after 20 years unless the record is subject to an early access authorisation or a closed to public access direction.

Early access authorisation: Public offices can make access directions to open some records before they are 20 years of age

Closed to public access direction (CPA): Public offices can also make access directions to close some records to public access for longer than 20 years to protect sensitive information. A CPA direction remains in force for 5 years - at which time it can be renewed or revoked by the agency

• The Register of Access Directions lists access directions, the public offices who made the directions, and the duration of access directions.
• The State Archives Catalogue provides information about access requirements for specific records
• The Accessing the records guide provides information on an individual’s rights of access
• The Public access to records guide provides information for public offices on the making of access directions and the public access provisions of the State Records Act 1998.