Forms

• Other Forms
• Agency Registration Form
• Agency User Nomination Form
• Series Registration Form
• Consignment List / Records Description List (RDL)
• Proposal for Access Determination Form
• Retrieval Request Form
• Request for Approval to Destroy Temporary Records

Other Forms

Related Information:

• Forms for FOI Process
• Registration for Training and Education Courses
• Recognition of Prior Learning - RPL
• Ordering Aboriginal / Family History Publications
• Ordering Microfiched Indexes of Records
• Ordering Records Management Publications
• FOIMS Registration Form
• Records Management Audit

State Records of South Australia supplies a number of forms in download format for South Australian Government Agencies to support a range of functions associated with State Records business requirements.

Generally, these forms are supplied in PDF format to be completed in written form. However, some forms may be supplied in Microsoft WORD format to allow completion, as much as possible, on-line.

When using the Microsoft WORD format:

• forms that require signatures are to be printed out and sent to State Records by fax or post
• State Records will not accept forms with any changes to the general format and layout

Agency Registration Form

This form is used to allow an Agency to register with State Records. Once registered an Agency may transfer records of permanent value to the custody of State Records of South Australia, or access permanent records already in the custody of State Records.

Additional forms need to be completed before records may be transferred to State Records or accessed at State Records.

Completed forms can be emailed or faxed to Collection Management Archivist.

This form is used to allow an agency to register with State Records of South Australia so that they may transfer records to the custody of State Records, or access records already in the custody of State Records. Agency Registration Form (45 KB PDF File)
This form is used to allow an agency to register with State Records of South Australia so that they may transfer records to the custody of State Records, or access records already in the custody of State Records. Agency Registration Form (73 KB DOC File)

Agency User Nomination Form

One of the functions of State Records of South Australia is to enable Agencies to have access to official records of archival value that are in the custody of State Records. State Records currently does this by loaning the record to the Agency responsible for the record. State Records remains the official custodian of the record, even though the record has been loaned to the Agency.

Only Authorised Agency Users are able to borrow the official permanent records of their Agency. To nominate an Agency Officer as an Authorised Agency User, the Agency's Records / Information Manager will need to complete and approve the nomination form that can be downloaded from the link below. For the nomination to take effect, both the nominated Agency Officer and the Agency's Records / Information Manager will also need to have read and agreed to the Terms and Conditions, that are attached to this form, for the loan of official permanent records.

Completed forms can be faxed to Collection Management Archivist.

This form is completed and authorised by an Agency to nominate an Agency user who may have access to permanent records for which the Agency is the legal owner. Agency User Nomination Form (73 KB PDF File) 
This form is completed and authorised by an Agency to nominate an Agency user who may have access to permanent records for which the Agency is the legal owner. Agency User Nomination Form (93 KB DOC File) 

Series Registration Form

The Series Registration form is used to register a series of records to allow them to be transferred to the custody of State Records. It includes detailed information about the series such as :

• the Agency responsible for creating and maintaining the series
• the title of the series
• the date range covering the content of the series
• a description of the series
• lists of other series that are related to this series in some way
• the name of the Agency that has legal ownership of the series.

Completed forms can be emailed or faxed to Collection Management Archivist.

The series form is used to register a series of records. It includes information about who created and who maintains the series of records. Series Registration Form (45 KB PDF File)
The series form is used to register a series of records. It includes information about who created and who maintains the series of records. Series Registration Form (79 KB DOC File)

Consignment List / Records Description List (RDL)

The Records Description List (RDL) is a spreadsheet in Microsoft Excel format. It is used to upload Unit and Item level information about consignments of permanent records that are to be transferred to State Records by an Agency. It includes detailed information about the consignment, such as:

• the Unit numbers
• the Unit and Item descriptions
• the Unit and Item date ranges
• the disposal authority used to sentence the Unit and Items.

To ensure that Agency personnel understand how to accurately complete the RDL information, the RDL is only available by contacting our Collection Management Archivist.

Proposal for Access Determination Form

This form is used to propose how access to official records, transferred by an Agency to the custody of State Records, should be regulated.

Completed forms can be faxed or emailed to a Collection Management Archivist.

This is a form which allows an agency to propose an access determination for its records or a series of records. Proposal for Access Determination (66 KB PDF File)
This is a form which allows an agency to propose an access determination for its records or a series of records. Proposal for Access Determination (127 KB DOC File)
The Public Access Determinations Guideline has been reviewed to include new terminology in regard to the provision of access and to take into account the amendments to the Freedom of Information Act, 1991. Public Access Determinations Guideline (118 KB PDF File) 

Related Information:

• Managing Access to Official Records

Retrieval Request Form

In order for an Agency to retrieve permanent records that are in the custody of State Records, they need to complete a Retrieval Request Form.

Completed forms can be faxed to Retrieval Services. Full details of Retrieval Services can be found at the link below.

Fees and charges for Retrieval Services are controlled under, and detailed in, the State Records Regulations, 1998 as amended in 2008.

The gazetted retrieval fee per item until 30 June 2009 is $9.35 (GST N/A).

This form needs to be completed if an Agency wishes to retrieve records that are in the custody of State Records. Authorised Agency Retrieval Request Form (74 KB PDF File)
This form needs to be completed if an Agency wishes to retrieve records that are in the custody of State Records. Authorised Agency Retrieval Request Form (101 KB DOC File)

Related Information:

• Collection Management Services

Request for Approval to Destroy Temporary Records

An Agency, as defined within the State Records Act, 1997, is required to notify State Records, seeking approval, 14 days prior to the destruction of official records - unless these records are being destroyed in accordance with Normal Administrative Practice (see General Disposal Schedule No.15, edition 7) or under authority of General Disposal Schedule No.15, where the disposal action allows destruction 1 year or less after last action.

This requirement applies to temporary records that have been moved to an Approved Service Provider (ASP) storage site, to an approved Agency temporary records storage site or retained on an Agency's own site.

The Intention to Destroy Records Report should be completed and forwarded to Records Management Consultancy seeking approval.

Form to request approval to destroy temporary value records via an Intention to Destroy Records Report. Intention to Destroy Records Report (102 KB PDF File)
Before an Agency can destroy temporary records, they need to complete the Intention to Destroy Records Report. Intention to Destroy Records Report (113 KB DOC File)

Related Information:

• Destruction Process for Temporary Records
• Approved Service Providers for Temporary Records
• Normal Administrative Practice - NAP
• General Disposal Schedule No.15