The vast majority of government records held in the State archives collection are openly accessible to any member of the public. However, some State archives have a restricted access status that applies for specific periods of time. Archives that are restricted access are noted as such on our online catalogue.
Even though some archives are restricted, in many cases this does not mean they are embargoed. The decision to grant access to restricted State archives ultimately lies with the government agency responsible for creating the records; if the creating agency is no longer in existence, then the successor agency has this responsibility.
Seeking access to restricted archives usually involves a form of Freedom of Information (FOI) request, although court records are not accessible under FOI. The State Records Office can assist with government agency contacts, and in some cases application forms, for those seeking to access restricted archives.
For further advice on accessing restricted State archives, contact the State Records Office via sro@sro.wa.gov.au
Restricted Access Decisions
Show moreThe State Records Commission has approved access time periods for various classes of State archives with a restricted access status. The following register lists these classes/types of records and their restricted access time periods, giving the reason for their restriction along with cited precedents in some cases.
| Type/class of records |
Approved restricted access time period |
Reason/precedent for restricted access time period |
|---|---|---|
| Patient name and medical condition/disability identifying data | 100 years | S. 49 of State Records Act 2000 |
| Individual patient health information | 100 years | S. 49 of State Records Act 2000 |
| Royal Commission or Inquiry evidence containing medical condition/disability information about individuals | 100 years | S. 49 of State Records Act 2000 |
| Personal/Personnel/ Human Resource Files | 100 years from date of birth | State Records NSW precedent accepted on submitted applications from several agencies |
| Archives with sensitive Aboriginal cultural information | Access time period to be discussed with relevant Aboriginal communities | State archives containing Aboriginal cultural material or sensitive information, identified under s. 76 of the State Records Act 2000, can also be regarded as exceptionally sensitive records thereby also restricted in accordance with s. 48 of the State Records Act 2000. |
| Archives with Exceptionally Sensitive Information | Exceptionally sensitive records are generally restricted for 100 years (s.48) | Sensitive and name identifying information about the adoption, fostering and non-parental custody of children are restricted for 100 years. Exceptionally sensitive information about the abuse of children is restricted for at least 100 years. Exceptionally sensitive archives are reviewed every 5 years. |
| “Welfare” related files with Confidential and Personal information. | 75 years | Records containing Confidential and Personal Information may be restricted up to 75 years according to s.47 of the State Records Act 2000. |
| Bankruptcy files | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. |
| Civil case files | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. |
| Correspondence with confidential and personal legal issues | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. This restriction access period also used as basis for Legal Aid material and any Legal Professional Privilege information in the collection. |
| Criminal case files | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. |
| Divorce files | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. |
| Department of Premier and Cabinet records containing Aboriginal culturally sensitive information. | 75 years | Records containing confidential and personal Information may be restricted up to 75 years according to s.47 of the State Records Act 2000. |
| Probate and Letter of Administration files | 75 years | Contains confidential and personal information. Supreme Court restricted access time period confirmed by State Records Commission. |
| Probate Duty files | 75 years | Contains confidential and personal financial information. Supreme Court and State Taxation restricted access time period confirmed by State Records Commission. |
| Records containing evidence or copies of evidence presented at the Royal Commission into Commercial Activities of Government & Other Matters (“WA Inc”). | 75 years | Records containing evidence or copies of evidence presented at the Royal into Commercial Activities of Government & Other Matters (“WA Inc”) are restricted for 75 years through the Act which created this Royal Commission. |
| Records containing the financial details, transactions and other detailed financial information about individuals. | 75 years | Confidential and personal account details containing the financial details, transactions and other detailed financial information about individuals. |
| Registers and indexes containing Confidential & Personal “welfare” related information. | 75 years | Confidential and personal account details containing the financial details, transactions and other detailed financial information about individuals. |
| Royal Commission evidence with personal and confidential information. | 75 years | Confidential and personal account details containing the financial details, transactions and other detailed financial information about individuals. |
| Prison Registers | 70 years | Department of Corrective Services legislation relating to prisoners in its custody requires authorization from the Department before personal information can be released. In practice, access to this information is restricted for 70 years. |
| Prisoner name identifying information | 70 years | Department of Corrective Services legislation relating to prisoners in its custody requires authorization from the Department before personal information can be released. In practice, access to this information is restricted for 70 years. |
| Children’s Court Account, Charge and Evidence Books | 100 years | Can comprise exceptionally sensitive confidential information about children. May also include medical information. Therefore restricted for 100 years in accordance with s.48 and s.49 of the State Records Act 2000. |
| District and Magistrate Court Charge Books/Lists/Sheets and Evidence Books | 50 years | Section 33 of Magistrates Court Act 2004 requires Court authorization of release of offender and victim personal information. Department of Attorney General advised 50 year restricted access period. |
| Major crime files | 75 years | WA Police major crime files are restricted for 75 years due to the sensitive, confidential and personal information contained in them about the victims of crime. |
| Offender records | 50 years | Police records with confidential and personal information restricted for 50 years as these contain offender and sensitive personal information. |
| Police investigation records | 50 years | Police records with confidential and personal information restricted for 50 years as these contain offender and sensitive personal information. |
| Police Occurrence books and Registers/Journals | 50 years | Police records with confidential and personal information restricted for 50 years as these contain offender and sensitive personal information. |
| Native Welfare Station Files | 50 years | Contain personal and confidential information. |
| Cabinet/Executive Council Minutes | 30 years | Premiers Circulars 2003/09 and 2003/14 and a Cabinet Decision dated 27 October 1986, relating to restricting access to Cabinet records - including submissions, minutes, agenda and decisions - have been rescinded (Nov 2021), but a 30 year restriction period is authorised in the current Cabinet Handbook. |
| Files containing Cabinet & Ministerial information | 30 years | Premiers Circulars and Cabinet Decisions relating to restricting access to Cabinet records - including submissions, minutes, agenda and decisions - have been rescinded (Nov 2021), but a 30 year restriction period is authorised in the current Cabinet Handbook. |
| Commercially confidential information about State Enterprises | 25 years | Commercial in confidence information the disclosure of which would disadvantage the commercial operations of State Enterprises. Identified records contain contracts between State and major project developers establishing a framework of rights and obligations facilitating the development of resources and/or downstream processing projects in WA. |
| Commercially confidential tender information | 25 years | Commercial in confidence information the disclosure of which would disadvantage the commercial and tender operations of State government agencies. restricting commercially sensitive tender documentation. |
| Commonwealth/State information transmitted in confidence | 25 years | Restricted to protect national and State security |
| Confidential information about Agricultural Experiments. | 25 years | Department of Agriculture information restricted and application to State Records Commission. |
| Coroners reports – police station records | 25 years | Police Station records with coroners reports restricted for 25 years in line with the WA Police Records Retention and Disposal (R&D) schedule. |
| District Court Indexes/Registers | 25 years | Confidential and personal information |
| Commercial in confidence information, exchanged in confidence between government agencies and their business partners. | 25 years | Commercial in confidence information includes information about performance specifications or any aspects of pricing, quotation, tender, bid, or any other commercial or proprietary information. |
| Files/Appeals containing confidential commercial information about individuals or commercial organisations. | 25 years | Commercial and financial information which if disclosed would disadvantage the interests of the individual or commercial organization. These records also reveal personal information. |
| Financial Grants (Arts, etc.) to individuals with supporting confidential account information | 25 years | Includes Peer Assessment Panel Records and Department of Culture and Arts grants to individuals. |
| Legal Aid Minutes/ Agenda papers/ general files | 25 years | Confidential operations of the Legal Aid Commission. |
| Liquor Licensing records | 25 years | Police licensing records restricted for 25 years in line with WA Police Records R&D schedule. |
| Ministers’ records – non Cabinet information | 25 years | Ministers’ records (non-Cabinet) containing ministerial information and correspondence to be restricted for 25 years. Ministers’ records containing confidential information about the personal affairs of a person are restricted for 25 years. |
| Police General Admin/Correspondence Files | 25 years | Police general and operational records restricted for 25 years in line with R&D schedule. |
| Police Ledgers/plans | 25 years | Police general and operational records restricted for 25 years in line with R&D schedule. |
| Police message books | 25 years | Police general and operational records restricted for 25 years in line with R&D schedule. |
| Police Records relating to licences (gun/other) | 25 years | Police licensing records restricted for 25 years in line with WA Police R&D schedule. |
| School Punishment Books | 25 years | Confidential and personal information about punishments administered school children |
| WA Industrial Relations Commission Legal files – Private Compulsory Conferences | 25 years | S. 44 (5) of the WA Industrial Relations Act, dealing with compulsory conferences, states they should be held in private and are restricted access. |
| Minutes of Boards/Commissions with confidential client information | 25 years | Contains confidential client information |
| Plans, drawings and specifications for government owned buildings, including public rental housing | 25 years | Regulation 12 of the Building Regulations allows for authorised inspection of building plans by owners only. |
| Department of Environment Infringements/Breaches of Acts resulting in change of policy or procedure | 25 years | Contains confidential client information |
| Biodiversity Conservation Inventories – Fauna, Flora, Threatened Ecological communities | 25 years | Disclosure prejudicial to protection of WA’s unique environmental assets |
| Registration Board records containing Board prosecutions and disciplinary actions | 25 years | Registration Board Prosecutions previously restricted for 25 years in SRC approved Schedules. Registration Boards Disciplinary action records contain very similar information to prosecution records. |
| School Enrolment Register (Register of Admissions / Enrolment Cards) | 18 years after date of birth of student | Protecting the privacy of students who may be still attending school. |
| Information about Gifts and Donors requesting anonymity | 15 years | Art Gallery of WA practice reflected in R&D Schedule. |
| Minutes of Boards/Commissions - general | 5 years | The minutes of Boards and Commission that do not contain personal or confidential information can be restricted for up to 5 years |
