Research Advice

Handling Archival Records

The records in the State Records Collection are unique and irreplaceable. Some records, because of their age and physical format are fragile and frequent handling increases the risk of damage. Access to records is provided on the basis that they are managed and protected to ensure their availability in the future.

Observing the following guidelines will help prevent damage to and deterioration of the records:

• Ensure your hands are clean and free from any hand lotions and moisturisers. Lotions can cause paper to stain and accelerate the deterioration process. Licking fingers to turn pages will also cause damage to paper.
• Handle all records carefully. Do not force open a volume or file. If you are unable to obtain information from a tightly bound spine or fastener, bring it to the attention of Research Centre staff.
• Do not lean on, or trace from any records or use them as support for writing.
• Do not stack open files or place files within other files as this places unnecessary pressure on the file or volume spine.
• If you need to flag a page use a piece of clean white paper. Do not use 'Post-it notes' or bulky objects as place markers. Paper slips are available for use as markers within the Research Centre.
• Do not underline, highlight or mark archival records in any way.
• Do not fold pages or folios.
• Do not release or remove any material from its fastening system.
• If you discover an item in poor condition, or see signs of mould or insect damage, please bring it to the attention of Research Centre staff.

Access to fragile records

If a record is fragile or in an unsuitable condition for handling, a reference copy will be provided. Alternatively, you may be asked to view an item under the supervision of Research Centre staff. When a record item is severely degraded, access may be withheld. In the rare cases when this occurs, you will be given a statement of reasons that explain in detail why access cannot be provided.

Many frequently used records have been microfilmed to avoid further deterioration of the original record. For research purposes, we request that you use the microfilm version of a record if one exists.

Related Information:

• Gepps Cross Research Centre
• City Research Centre and Training Facility