Loaning Information Assets

Information assets transferred to State Records’ custody are considered to have ongoing value to the State and are irreplaceable.

Once information assets are 'archived' they should not be changed or be added to. They may be accessed or copied for reference purposes.

Request information assets for loan

Authorised agency users can request the temporary loan of information assets for which their agency is responsible.

All loans are subject to the Conditions of Agency Access to Archives issued under section 25 of the State Records Act 1997.

To request records for loan the authorised agency user must:

complete an Agency Loan Request Form
email the form to Loan Services.

The Agency Loan Request Form must contain details of the:

series and consignment.
unit and item.
purpose of the loan.

The charge for a loan retrieval is:

routine retrieval: $15.40 per item or unit.
urgent retrieval: $20.80 per item or unit.

A charge may be applied for an item requested for loan that is already at the agency.

State Records may charge $24.50 per 15 minutes (or part of 15 minutes) or $98.00 per hour for time taken to identify the information assets if correct details are not supplied.

When a loan becomes overdue a charge of $15.40 will be applied per item or unit.

Collection of loans

Information assets requested for loan will be available for pick-up from:

State Records at 115 Cavan Road, Gepps Cross 5094.
Monday - Friday 9:00am to 4:00pm.

Closed vehicles only. No tray-top Utes to be used.

Return of loans

Information assets on loan must be returned by agencies to State Records by:

courier or
in person.

For security reasons information assets must not be returned:

through Australia Post.
using a Tray-top utes must not be used, closed vehicles only.

The return of an item to its location on the repository shelves is a service included in the retrieval fee and does not attract further charge.

The only information assets that may be returned are those that have been:

previously transferred to State Records (identified by a GRS/GRG number and other identifiers as well as a barcode on the packaging).
issued by State Records for loan.

Digital Copy

Authorised agency users can request a digital copy of an official record which their agency is responsible.

A digital copy can be provided where:

the record is 10 pages or under.
specific pages have been identified.
the record is over 100 years old.
the record is considered fragile or at risk of loss or damage.

To request a digital copy tick the digital copy option on the Agency Loan Request Form. State Records staff will assess the original record and advise whether a digital copy can be provided.

We aim to deliver digital copies within the routine or urgent retrieval timeframes.

An additional digitisation charge applies:

$8.25 for 1-4 pages and
$41.25 for 5-10 pages.

State Records will assess requests for digitisation over 10 pages on a case-by-case basis. Priority for larger requests will be given to older records and where a record may be fragile and at risk of loss or damage.

A digital copy from State Records is a reference copy only and should be treated as such. Agencies should clearly identify in their systems that the record is a copy. Exceptions to this would be if the digital copy is used in a business transaction such as responding to an FOI application and/or customer enquiry which would then form part of a new record. Agencies should also be aware of the ongoing security of a digital copy in their custody and apply the required security controls to the record.