Recording Government

Forms

On This Page

• Other Forms
• Agency Registration Form
• Agency User Nomination Form
• Series Registration Form
• Consignment List Spreadsheet
• Proposal for Access Determination Form
• Retrieval Request Form and Fees
• Request for Approval to Destroy Temporary Records

Other Forms

Related Information:

• Forms for FOI Process
• Your First Visit - Registration
• Enrol in an Operational Course
• Recognition of Prior Learning - RPL
• Ordering Aboriginal / Family History Publications
• Ordering Microfiched Indexes of Records
• Records Management Publications
• FOIMS Registration Form
• Records Management Improvement Tools

To support a range of business functions, State Records supplies a number of forms in download format for South Australian Government agency use.

Forms are supplied in:

• PDF format, for printing and completion in written form, and
• Microsoft WORD format, to allow completion, as much as possible, on-line.

As both the Access Determination and Agency User Nomination forms require a signature, they must be printed out and faxed to State Records.

Note: Without prior agreement, State Records will not accept forms with any changes to the general format and layout.

Agency Registration Form

The Agency Registration Form allows an agency to register with State Records of South Australia. Once registered, an agency may transfer records of permanent value to the custody of State Records, or access permanent records already in the custody of State Records.

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

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

Form allowing an agency to register with State Records of South Australia so that they may transfer records to our custody, or access records already in our custody. Agency Registration Form (55 KB PDF File)
Form allowing an agency to register with State Records of South Australia so that they may transfer records to our custody, or access records already in our custody. Agency Registration Form (108 KB DOC File)

Agency User Nomination Form

Only Authorised Agency Users are able to retrieve their Agency's official permanent records from State Records' custody. State Records remains the official custodian of the record, even though the record has been retrieved by the Agency.

To nominate an Agency Officer as an Authorised Agency User, the Agency's Records / Information Manager must complete and approve the Agency User Nomination Form. Attached to this form are the Terms and Conditions for the loan of official permanent records. Both the nominated Agency Officer and the Agency's Records / Information Manager need to have read and agreed to these Terms and Conditions.

Completed forms must be signed and faxed to the 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 (72 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 (105 KB DOC File)

Series Registration Form

The Series Registration Form allows an agency to register a series of records to then 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 the Collection Management Archivist.

Form used to register a series of records, detailing who created and who maintains the series of records. Series Registration Form (56 KB PDF File)
Form used to register a series of records, detailing who created and who maintains the series of records. Series Registration Form (111 KB DOC File)

Consignment List Spreadsheet

The Consignment List spreadsheet is used to load Unit and Item level information about consignments of permanent records directly into the State Records archival database. The Consignment List Spreadsheet records detailed information about the consignment, including:

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

The Consignment List Spreadsheet contains three tabs:

• Instructions - general instructions and tips on completing the Consignment List Spreadsheet.
• Cover Sheet - summary of the contents of the consignment.
• Template - the Consignment List Spreadsheet, including detailed instructions on how to complete columns in Row 2 cell comments.

When the Cover Sheet and Template tabs are completed, please email the Consignment List Spreadsheet to Collection Management. Queries about the Consignment List Spreadsheet should also be emailed to Collection Management.

A copy of the Consignment List EXCEL spreadsheet for uploading consignment data into Archivesearch. Consignment List Spreadsheet (94 KB XLS File)

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 must be signed and faxed to the Collection Management Archivist.

Form enabling an agency to propose an access determination for its records or a series of records. Proposal for Access Determination (52 KB PDF File)
Form enabling an agency to propose an access determination for its records or a series of records. Proposal for Access Determination (128 KB DOC File)
Guideline to assist agencies in the development of public access determinations for official records in the custody of State Records or about to be transferred. Public Access Determinations Guideline (119 KB PDF File)

Related Information:

• Managing access to official records

Retrieval Request Form and Fees

The Retrieval Request Form allows an agency to retrieve permanent records that are in the custody of State Records. Fees and charges for Retrieval Services are controlled under, and detailed in, the State Records Regulations, 1998 as amended in 2011.

The gazetted retrieval fee per item from 1 July 2011 until 30 June 2012 is $10.40 per item (GST N/A).

Completed forms can be emailed or faxed to Retrieval Services.

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 (55 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 (102 KB DOC File)

Related Information:

• Collection Management Services

Request for Approval to Destroy Temporary Records

Agencies are required to complete and sign the Intention to Destroy Records Report form and send it to Records Management Services. Agencies will then be advised by State Records when destruction of the temporary value records can occur.

The only two exceptions are where records are being destroyed in accordance with Normal Administrative Practice (see General Disposal Schedule No.15, 7th edition or General Disposal Schedule No.20, 4th edition) or under authority of General Disposal Schedule No.15 (where the disposal action allows destruction 1 year or less after last action).

All Agencies are required to complete and sign the Intention to Destroy Records Report form and send it to State Records, who will then advise when destruction of the temporary value records can occur. Intention to Destroy Records Report (80 KB PDF File)
All Agencies are required to complete and sign the Intention to Destroy Records Report form and send it to State Records, who will then advise when destruction of the temporary value records can occur. Intention to Destroy Records Report (134 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
• General Disposal Schedule No.20