Services for Government

• Collection Management Services
• Records Management Services

State Records of South Australia provides a variety of services to both State and Local Government Agencies. The services assist Agencies to comply with the State Records Act, 1997, Legislative Requirements, and to achieve Adequate Records Management practices.

Services are offered in two broad areas:

• Collection Management Services
• Records Management Services.

Related Information:

• Adequate Records Management

Collection Management Services

Collection Management Services offers a range of services covering:

• advice on matters relating to permanent records
• records transfers of permanent records to State Records
• a retrieval service for Agency permanent records.

These services are outlined in more detail in the sections below.

Collection Management Archivist Service

An Archivist is available from Collection Management, via the telephone, for advice on:

• the arrangement and description of official records (includes - sentencing, boxing and listing)
• all matters concerning Agency Registration, Series Registration, Consignment Registration and Access Determinations as they relate to permanent records
• general advice on issues related to the State Records Collection
• preservation strategies (includes - handling and packaging of records) for permanent records.

Contact the Collection Management Archivist with these queries.

Related Information:

• Agency Registration Form
• Agency User Nomination Form
• Series Registration Form
• Proposal for Access Determination Form

Records Transfers

State Records receives records transfers of permanent official records from State and Local Government Agencies:

• receipt of transfer documentation from Agencies prior to transferring records
• approval of transfer
• written confirmation of receipt of records
• entry of consignment details into the Archival Management System - Archives One.

Advice on the transfer process and / or documentation is provided by our Collection Management Archivist Service. However, those Agencies requiring extensive advice will benefit from attending Training offered by our Records Management Services section.

Related Information:

• Forms
• Training

Retrievals Services

State Records offers a records retrieval service for Agency customers which is timely, accurate and secure. Agencies may only request permanent value records from State Records for which they are the controlling Agency.

To retrieve Agency records from the State Records Repository you will need to be a registered Agency User, nominated by your Agency. This is required for security and continuity reasons.

To become a registered Agency User, your Records Manager needs to fill out the Agency User Nomination Form - this ensures that you have the approval of your Agency. Once you are registered with State Records, you may request records via the completion of a Retrieval Request Form.

An Agency will need to provide State Records with the following information on the Retrieval Request Form:

• a Government Records Series (GRS) number, a Government Record Group (GRG) number, or a Municipal Record Group (MRG) number (State Records' reference numbers allocated to a group or series of records), e.g. GRS 5569, GRG 50, MRG 40, etc
• a consignment number (State Records reference number allocated to a particular transfer or consignment of records within a series), e.g. GRS 5569/2, etc
• a particular box and / or file number (which should have been documented within a consignment list - this would have been part of the transfer documentation required by State Records), e.g. GRS 5569/2 box 3, GRS 5569/2 box 3 file 2000/45.

Related Information:

• Agency Registration Form
• Agency User Nomination Form
• Retrieval Request Form
• City Research Centre and Training Facility
• Gepps Cross Research Centre
• The Repository

Normal turnaround time upon a retrieval request is 1-2 working days via the DX system. If your Agency does not have a DX number, you will need to contact Retrievals Services to organise alternative arrangements for delivery and return of items.

Arrangements may be made with Retrieval Services for urgent requests to be collected by the customer from State Records at its Gepps Cross Repository on the same day as the request.

For enquiries and further details, please contact Retrievals Services.

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

Related Information:

• Gepps Cross Research Centre
• The Repository

Records Management Services

Records Management Services offers a range of services covering:

• the disposal, retention and destruction of records
• advice on matters related to temporary records
• consultancy on all issues related to records management
• and training services.

These are outlined in more detail in the sections below. However, details on Training may be found by following the link below.

Related Information:

• Training

Archivist Services

Archivist Services offers advice in the following areas:

• archivist advice relating to the sentencing, boxing and listing of official records
• correct standards, usage and appropriate storage for temporary records.

For further information on Archivist Services please contact Archivist Services.

Project Services

State Records undertakes on-site project work for Agencies in a variety of areas.

Projects may include:

• development of Records Disposal Schedules (RDS)
• scoping and planning archival projects; determining a cost for archival projects
• thesaurus creation.

State Records is also able to perform the following tasks:

• negotiating the use of external, accredited professionals to perform project tasks
• project managing the delivery of a project
• providing support and advice to Agency staff taking on archival related projects

For further information please contact Project Services.

Related Information:

• When to Use a GDS or an RDS
• Thesauri

Records Management Consultancy

The Records Management Consultancy Services covers all aspects of records management including:

• needs analysis surveys
• systems review and analysis
• assistance with the development of Records Management policies and procedures
• advice on the implementation of records management systems
• skills transfer to Agency staff.

For further information contact Records Management Consultancy.

Fees and charges for Records Management Consultancy are controlled under the State Records Regulations, 1998 as amended in 2008.

Telephone Advice

Records Management Services also offer advice and guidance for all enquiries via a telephone service for all matters outlined above that relate to Records Management.

Contact Records Management Telephone Advice for Records Management advice and Training Enquiries for training issues.