NSW State Archives and Records is committed to ensuring that government records of enduring value are protected and preserved. Retention and disposal authorities identify these records as 'required as State archives'.
In most cases, records that are required as State archives should be transferred to our custody when your organisation is no longer actively using them. This allows us to document, preserve, contextualise and ultimately provide public access to the records. It also benefits your organisation by reducing its records storage and maintenance costs, and passing the risks and liabilities associated with managing and protecting records, and providing public access, to us.
We are aware that many organisations would like to transfer records to us, but are discouraged because they do not know what records should be transferred and where these records are located and kept.
We are also aware that some organisations are storing records that are required as State archives in less than ideal conditions, risking their ongoing accessibility and survival.
To improve the management of records required as State archives, we have developed a tool to enable your organisation to:
- identify categories of records that are required as State archives
- determine where and how they are stored
- prioritise the appropriate storage, protection and management of the records while they remain in your custody
- plan for and resource their eventual transfer to the State Archives Collection.
Using this tool will give your organisation better visibility of any records you create and keep that are required as State archives.
We have released the first iteration of the transfer tool, and welcome feedback from public offices on its usefulness. Please send your feedback to the Agency Services team at firstname.lastname@example.org.