Donating records to State Records

Donating records to State Records

State Records is the custodian of the official records created by South Australian State and Local Government agencies and statutory authorities. An official record is defined as:


…a record made or received by an agency in the conduct of its business, but does not include—
(a) a record made or received by an agency for delivery or transmission to another person or body (other than an agency) and so delivered or transmitted; or
(b) a record made by an agency as a draft only and not for further use or reference; or
(c) a record received into or made for the collection of a library, museum or art gallery and not otherwise associated with the business of the agency; or
(d) a Commonwealth record as defined by the Archives Act 1983 of the Commonwealth, as amended from time to time, or an Act of the Commonwealth enacted in substitution for that Act; or
(e) a record that has been transferred to the Commonwealth;

(State Records Act, 1997, s3)

Section 21 Recovery of official records in private hands

If you are in possession of an official record that you wish to return to the custody of the State Government, please contact Collection Management Services with a description of the records, which government agency or authority created them, how they came to be in your possession, quantity, physical format and arrangement, and the condition of the records. If you can provide a listing of the records or a scan of some of the records, that is often useful to our initial appraisal.

If you are in possession of an official record, under section 21 of the State Records Act, the Manager [Director] of State Records has the authority to require delivery of that record to State Records.

Section 27 Records other than official records

The Manager [Director] of State Records may, after consultation with the State Records Council, accept records (other than official records) or other objects that he or she considers appropriate to be kept in the custody of State Records.
(State Records Act, 1997, s27)

If you are in possession of records that might be accepted under section 27, please contact Collection Management Services with a description of the records, which entity created them, how they came to be in your possession, quantity, physical format and arrangement, and the condition of the records. If you can provide a listing of the records or a scan of some of the records, that is often useful to our initial appraisal.

If State Records is unable to accept the records, advice will be provided about alternative collecting institutions that may be interested in the records.

If you have records of individuals, businesses, societies and organisations, please review the donation guidelines available on the State Library of South Australia website, and contact the State Library directly.

If you have records created by a Parliamentarian, or former Parliamentarian, please review the information in the Parliamentarian Kit before contacting Collection Management Services.

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