Information assets may be created and managed in various formats including:

  • analogue audio, video and film recordings
  • digital formats
  • photographs, slides and negatives

Advise State Records if you are proposing a transfer of information assets in non-standard formats.

Analogue audio, video and film pose challenges for long term preservation and access, including the media the information assets are stored on and the need to use equipment to access the content.

The media the information is carried on, such as acetate film, should ideally be stored in cool storage to prevent deterioration.

Agencies are encouraged to copy the content to digital formats to ensure access.

The National Film and Sound Archive of Australia encourages digitisation of tape under its Deadline 2025 strategy.

Agencies are responsible for ensuring Information assets in digital formats remain accessible and useable for as long as they are required.

State Records does not yet have a Digital Archive and is currently unable to accept transfers of permanent Information assets in digital format, including digital Information assets on physical media such as CD or DVD.

Agencies are discouraged from printing digital Information assets for transfer. Printouts of digital Information assets proposed for transfer may be rejected.

Agencies should ensure photographs, slides and negatives are stored in suitable packaging such as archival quality albums and sleeves. These are available from commercial archival suppliers like Albox or Archival Survival.

Page last updated: 2 November 2022