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  1. About Us
  2. Accessing NSW State Archives Information
Accessing NSW State Archives Information

TOC

Overview

In this section:

What is public access to government information?

How can I access information held by NSW State Archives?

  1. Search on this website
  2. Make an informal request
  3. Make a formal access application

What is public access to government information?

Objective

The objective of the Government Information (Public Access) Act 2009 (GIPA Act) is to make government information more accessible to the public by requiring government agencies to make certain sorts of information freely available, encouraging government agencies to release as much other information as possible, giving the public an enforceable right to make access applications for government information, and restricting access to information only when there is an overriding public interest against disclosure.

Open access information (Mandatory Disclosure)

The GIPA Act provides that certain prescribed information must be made available free of charge on the NSW State Archives website. This includes the following “open access information”:

We will proactively release as much information as possible. Sometimes this may not be possible, for instance, if the information concerns another party's affairs. You can ask what further information we will make available, in addition to the information already publicly accessible.

General

Corporate reporting, planning and policy

Corporate information and communications (including information management and technology)

Personnel policies

NSW State Archives complies with Personnel Policies released by the Department of Planning and Environment (DPE).  Below are listed NSW State Archives and records specific policies.

Providing services to the community

List of Agency’s major assets and major acquisitions during previous financial year (excluding land value)

  • Buildings $47,503,000

Total number and value of properties disposed of by the Agency during the previous financial year

  • Nil

Guarantee of Service

NSW State Archives is committed to providing a quality service to all its clients. Our guarantee of service for: reading room; enquiries; copying; extension activities; publications, and; the website.

Code of Ethics and Conduct

The work that we do carries with it an obligation to act in the public interest. It requires standards of professional behaviour and conduct from all DPE employees that promote and maintain public confidence and trust in our Agency's work. The DPE Code of Ethics and Conduct establishes a common understanding of the obligations and standards of conduct and behaviour expected of each of us.

Disclosure Log

Under the Government Information (Public Access) Act 2009 (GIPA Act), agencies are required to keep a record (a Disclosure Log) of information about formal applications it received under the GIPA Act.

The Disclosure Log sets out information that is released under the GIPA Act that may be of interest to members of the public.  The log has details of how you can access the information.

Applications received in:

Proactive release of Information

Certain information will be available on our website and we will proactively release as much information as possible. Contact the Right to Information Officer if you are unsure where the information may be held. Includes our:

Proactive release - Archives - Providing public access to State records

Providing Services to the community

Improving government recordkeeping/managing the State's archives

Providing records storage services (Government Records Repository - GRR)

Informal Release of Information

You can ask for specific information on an informal basis. Contact the Right to Information Officer you think is likely to hold the information or if you are unsure where the information may be held.

If the information you are after has not already been published by NSW State Archives, but is information which raises no particular concerns in terms of possible public interest reasons why it should be kept confidential, then we may be able to release it to you on request without the formalities of having to make a formal application.

If you think this applies to the information you are after you can contact us to make an informal request.

Generally, we try to release information we hold without the need for you to make a formal access application, unless there are good reasons to require one.

Under the Government Information (Public Access) Act, however, Government agencies are not required to release information without an access application. NSW State Archives reserves the right to require you to lodge an access application, particularly if there may be significant public interest considerations that need to be taken into account in deciding whether the information can be released or if you request a large volume of information or if it would otherwise take NSW State Archives a significant amount of time to consider your request.

We will give you a decision as quickly as possible. If we can't provide a final decision within 20 working days, we will let you know when you can expect one.

There is no right of review if you are not happy with an informal decision. If you make a formal application for the information, you will then have review rights.

How to make a formal access application

If the information you are seeking is not available on this website and is not otherwise routinely provided by NSW State Archives on request, then you have a right to formally apply for access to specific information. It may not be necessary to make a formal application. Under its policies and through its web sites and numerous other publications, many NSW State Archives documents are publicly available.

This is a last resort. You should first see what information is publicly available or will be made available. However, there may be public interest reasons why the information may not be released informally, or a third party will need to be consulted in relation to the release of their business or personal information, in which case a formal application should be lodged.

NSW State Archives and Records Authority GIPA applications are centrally managed by the Department of Planning and Environment's Public Access to Information Unit.
You may submit a formal GIPA application by downloading and completing the government information access form and sending it to the Department of Planning and Environment's Public Access to information Unit at the following address:

Public Access to Information Unit
GPO Box 39, Sydney NSW 2001
Email: patiunit@planning.nsw.gov.au

Please note:

The GIPA Act states that we are only able to accept access applications that:

  1. Are in writing and sent to us at the address above;
  2. Clearly state you are requesting information under the Government Information (Public Access) Act 2009;
  3. Enclose the $30 application fee;
  4. Have a return postal address as the address for correspondence; and
  5. Include as much specific information as necessary to enable us to identify the information you are asking for.

If your application does not meet these five requirements it will be considered an invalid application and will not be processed. If that happens, however, the Department will let you know and will help you, if possible, by explaining how to meet these requirements.

Otherwise the Department will write acknowledging receipt of your valid access application within 5 working days, and will deal with your application within 20 working days (subject to any extensions allowed for under the Act). If any extension of time is required to deal with your application, the Department will let you know in writing.

Additional information on GIPA applications may be found on the Department of Planning and Environments website.

Application fees and processing charges

The application fee for making an access application is $30. Processing charges can also be imposed at the rate of $30 per hour. In some circumstances an advance fee may be required. The Department will let you know in writing if that applies to your application.

Certain discounts may apply, including on financial hardship and public interest grounds – for more details see the Information and Privacy Commission's Fact Sheets

The Information Privacy Commission (IPC)

The Information and Privacy Commission (IPC) is an independent statutory authority comprising two public offices: the Information Commissioner and the Privacy Commissioner. Information and Privacy Commission.