State and local government agencies are able to access State archives that are held by the State Records Office in accordance with sections 50(3) and 51 of the State Records Act 2000.
The State Records Office offers digitisation services to government clients (fee-based service) and this service the preferred way to access archives in the first instance. Digital copies of State archives which can be made on request via our online catalogue.
Staff from government agencies can also pre-order State archives to view in the 3rd floor Reading Room of the State Library / State Archives. Records can be pre-ordered through our online catalogue. There is no cost associated with this service. Agency staff can make copies of records using the equipment available in the reading room and saving the images to their own usb/hard drive. Please see Accessing the State Archives Collection for further information.
These services are available to all government agencies and apply to any records in the State Archives Collection that are open access (i.e. including records of another agency).
Use of either of these services is recommended for government agencies in preference to the government loans service.
Government Loans from the State Archives Collection
Show moreThe Director State Records generally requires government organisations to request access to records in the State Archives Collection via digitisation services provided by the State Records Office. This condition is applied in the interests of ensuring the safe custody of, and protecting the condition of, State archives in the collection.
Where digitisation is not a feasible option, government organisations may apply to the State Records Office to borrow original archives using the government loans service.
Applications for Government Loans
Agencies may only borrow records that were created by their own organisation (or their preceding organisations). Agencies are unable to borrow State archives of another, separate organisation.
Applications for loans to agencies are assessed against preservation and risk management criteria to ensure State archives remain well managed, preserved and accessible into the future.
A Government Loans Information Sheet provides information about those archives where requests for digitisation will be declined because of preservation concerns, and also about the care and handling of State Archives loaned to government agencies.
Applications for loans can be requested via the SRO's online catalogue; or by emailing a request to govloans@sro.wa.gov.au.
If using the online catalogue to request a loan, please create a user account for the catalogue with your work email.
Loan approvals
Once a request is received by the SRO, agencies will be contacted to provide a risk management plan addressing the movement, handling and storage of requested archives. An assessment of the condition of the archives will also occur to determine if they are suitable for loan. This process may take up to five (5) working days after risk management documentation is received from the agency.
Upon approval, agencies will be contacted via email to advise when archives are ready for collection. Approved loans can be collected in person from the State Library van dock, 25 Francis Street Northbridge, 8am - 2.30pm by staff or by an agency dedicated courier.
The loan period is four weeks. Renewal of loans can be requested by emailing govloans@sro.wa.gov.au. Charges apply for loans and renewals - see the Fees and Charges section below.
If records are being collected, the officer or agent collecting the record should produce a letter of authority on the agency's letterhead before the records are released.
Urgent Requests
If the request is urgent, ensure you add URGENT to the subject line of an email to govloans@sro.wa.gov.au. You can also call the State Records Office on ph. (08) 9427 3600. Urgent requests may still take up to 48 hours to be ready for collection.
Returning Loans
Archives must be returned via a member of the agency's staff, or a dedicated commercial courier at the agency’s expense. Records must be wrapped securely for protection. All records should be returned to the State Records Office via the State Library van dock, 25 Francis Street, 8am - 2.30pm.
Fees and Charges
Show moreCharges enable recovery of costs incurred by the State Records Office to carry out the Government Loans service. Overdue and late return fees apply for records not returned by the due date.
Please note: Invoices for all services are issued quarterly.
The following tables set out the fees and charges for State government clients:
Government Loans
| State Records Office of WA Service | Cost in $ (incl. GST), as of 01/07/2024 |
|---|---|
| Retrieval of archival records (per item) | 24.00 |
| Preservation charge for government loans (per item) | 10.10 |
| Renewal of loans (per item per month) | 8.00 |
| Overdue loans and late returns for State archives (per item per month past) | 15.10 |
Digitisation of entire files only (includes GST)
Service | File Size | Cost per file / item (as of 01/07/2024) |
|---|---|---|
A | 1 to 25 pages | $21.25 |
B | 26 - 100 pages | $85.00 |
C | 101 - 400 pages | $170.00 |
D | over 400 pages | On application |
E | Maps and plans | $35.00 |
F | Copies from existing scans | $2.80 |
Postage / Delivery | $8 (AUD) within Australia $20 (AUD) overseas $2 Dropbox | |
USB |
| $10 |
Intermediate Records Service - Discontinued
All temporary or intermediate records held by the State Records Office are being returned to agencies. If intermediate records are requested they will be managed as a return, not a loan. Retrieval fees, as outlined in the above table, are charged for the return of intermediate records. Returned records are not eligible for rehousing or transfer to the State Records Office.
