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Summary of What's New
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Information about State Records Freedom of Information (FOI) General Awareness course during October and November 2008. FOI General Awareness Courses 2008 |
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Details about Certificate III and Certificate IV in Recordkeeping in 2009 and the new alternative to traditional face-to-face delivery of studying via correspondence. Certificate III and IV in Recordkeeping in 2009 |
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Publicising the Christmas and New Year opening hours for State Records City and Gepps Cross Research Centres. Christmas 2008 Research Centre Hours |
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State Records Council has approved the permanent retention of all pre-1901 official records. Pre-1901 Records Made Permanent |
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State Records has recently updated the Adequate Records Management Standard and South Australian Recordkeeping Metadata Standard and created the Contracting and Official Records Standard. Across-Government Standards for Record Management |
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News item re change to October 2008 Research Centre opening hours at Gepps Cross. Change to October 2008 Sunday Opening Hours |
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Freedom of Information (FOI) training courses being conducted for public sector employees in September and October 2008. FOI Training Courses - September/October 2008 |
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News item to announce that State Records has updated its Authorised Agency Retrieval Request Form. Agency Retrieval Request Form Updated |
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To promotes the availability of Freedom of Information (FOI) Induction Training as an on-line module via ERNI, State Records E-Resource Network Initiative. Freedom of Information (ERNI) Induction Training |
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Notifying agencies that May 2007 version of the guideline for agencies making public access determinations for official records which they control is now available. Public Access Determination Guideline for Agencies |
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Archival Control Systems at State RecordsOn This Page
How are our records arranged and controlled?While books in most libraries are arranged in subject order, records in a government archives are arranged in the same order in which they were received from the government agency that created them or used them. Records are not identified by their subject but by who made them or used them. The arrangement of records - by their origin - is called their provenance. When searching for records in the State Records of South Australia collection using ArchivesSearch, or our paper-based finding aids, you will encounter a range of archival control symbols. Each control symbol represents an agency, series, consignment, unit or item. Our collection is managed using two systems of arrangement and control:
What is the Record Group System?Records transferred to State Records under the Record Group System are controlled by:
Under this system, a unique control number - GRG or MRG - was allocated to the government agency that created, received or used the records. For example GRG 78 is the now defunct Hospitals Department. The Record Group System was superseded by the Series System in 1982 but you will still see records arranged by this earlier system at the Research Centres. Related Information:
What is a Series?A series is a group of records that were created for the same purpose and kept together when held by the agency. A series can be one item or many items. Most South Australian government agencies arrange their records into series. Under the Record Group System, each series was given a number which when combined with the agency number, became its reference number. For example, GRG 78/49 is the Admission Registers for the Royal Adelaide Hospital.
What is a Series System?The Series System is based on the Commonwealth Record Series (CRS) system, which was developed by the National Archives of Australia in the 1960s. The system documents government agencies and the series they create. An agency is a distinct body that has responsibility for carrying out administrative functions of State and Local Governments. When an agency transfers records to State Records, they are allocated a government agency (GA) number. For example, GA 1484 is the Agency Lenswood Primary School. Each series under the Series System is allocated a Government Record Series (GRS) number. For example, GRS 10033 is the series Lenswood Primary School - Admission Registers.
What is a Consignment?A consignment comprises units or record items belonging to a single record series and transferred to the custody of State Records as part of the one series. A consignment may comprise the whole or only part of a series. A separate consignment number is allocated for each transfer of that series. For example, GRS 10033/1 is the first consignment of admission registers for Lenswood Primary School. Note: The term 'consignment' was not used in the Record Group System. When using ArchivesSearch, please enter '0' as the consignment ID for GRG and MRG numbers.
What is a Unit?A unit is a storage unit used by State Records to store records and to provide physical control over them. A unit may be a box, bundle, plan press drawer, tube etc, containing individual record Items. A unit may also be a single volume. Each unit has a physical location within the State Records repository. You can order units for viewing at the Research Centres. The unit ID number is quoted in conjunction with the series ID and the consignment ID. For example, for unit 478 from consignment 1 of GRS 24, the unit ID is quoted as GRS 24/1 unit 478. Note: The series is the basic unit of archival arrangement. Every unit is not individually described in ArchivesSearch. Related Information:
What is an Item?An item is a single recordkeeping item that exists as a discrete entity. An item could be a group of folios fastened together to form a file, a single volume, card, map, photograph, film, sound recording, computer tape or any other document. Within a series there may be only one record item or there may be several thousand or more. You can order items for viewing at the Research Centres. The identifier for an item may be a file number, a name or a combination of both. For example, for item 145/1885 from GRS 24/1 unit 478, the item is quoted as GRS 24/1 unit 478 item 145/1885. Note: The series is the basic unit of archival arrangement. Every item is not individually described in ArchivesSearch. Related Information:
So how do I find what I am looking for?Often the series title and date range will provide information about the kinds of activities documented in the records. The title of the government agency that created, used or received the records will provide you with additional clues. For example:
For additional information about series and agencies, see the description fields in ArchivesSearch and the paper-based finding aids at our two Research Centres. Related Information:
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