Forms for records management
A list of all forms created by Queensland State Archives to assist your agency to meet its records management obligations:
ArchivesGateway Security Administrators use this form to authorise Access Classifications for new transfers of records to QSA, or to records already held at QSA contained in particular series or broader record types that may span multiple series.
Access Classification Authorisation form (by Transfer, Series or Record Type)
Use this form to grant or deny access to restricted records in the custody of QSA.
To amend an existing record class or add a new record class to a current approved retention and disposal schedule.
To nominate Security Administrators who manage access permissions within ArchivesGateway.
To nominate Senior Agency Administrators to manage users and permissions within ArchivesGateway.
ArchivesGateway - Nomination form - Senior Agency Administrator
If you discover public records that have been damaged, it is important to act as soon as possible:
- If it is safe to do so, take action to remove the records from risk of further damage. Consult our disaster management for records page for resources detailing what you can do to minimise further damage to records.
- Report the damage to QSA’s government records team via email at rkqueries@archives.qld.gov.au or by phone at 07 3037 6630.
- If possible, please provide the following information to QSA:
- What type of incident occurred? (e.g., flood, fire, burst sewerage pipe etc.)
- Where did the incident happen? (e.g., shipping container, office, storage room, etc.)
- What type of damage have the public records suffered? (e.g., public records completely burned, saturated, covered in mud, mouldy, live pests, etc.)
- How many public records have been affected (e.g., quantity of files or boxes, a rough estimate is acceptable)
- Are you able to identify what the public records are? (e.g., record type and format type)
- When were the public records created?
- Are any of the affected public records of permanent value?
- Are there copies of the affected public records available? (e.g., can the public records be recreated from electronic versions; have they been scanned previously)
QSA will review the information you provide about damaged public records and get in contact with you about the next steps for your application.
In the meantime, while waiting to hear back from QSA, please gather any further information you can find about the damaged public records to assist with completing your application form.
Authority to set or change restricted access periods (RAPs) for records for which your agency is responsible and approve access to restricted records held at QSA is conferred upon the Executive Officer under the Public Records Act 2002.
The Executive Officer can use this form to delegate their authority under ss16-19 to set and change restricted access periods (RAPs), and/or approve access to restricted records held at QSA.
To apply to QSA to develop a new retention and disposal schedule OR review an existing retention and disposal schedule.
The State Archivist must be notified about the loss of public records.
Lost public records refers to public records that have been permanently lost by a public authority, usually as a result of unforeseen or catastrophic circumstances (e.g., flood, accidental disposal, failed data migration etc.)
Misplaced public records are not considered to be lost. In these instances, the public authority does not notify the State Archivist about the loss of public records.
Misplaced public records refers to public records that have been temporarily misplaced by the public authority, without the occurrence of unforeseen or catastrophic circumstances.
To notify the State Archivist about the loss of public records, please fill out a notification of lost public records form. When filling out a notification of lost records, please note that in order for your notification to be assessed:
- thorough detail about the circumstances and the affected public records must be included in the notification
- The public authority’s CEO, or their authorised delegate, must sign-off the notification
When a public authority does not have adequate disposal coverage for their public records under the General retention and disposal schedule (GRDS) or a retention and disposal schedule developed for the public authority, a request can be made to the State Archivist to seek permission to use one or more disposal authorisations from another existing retention and disposal schedule.
For assistance with Permission to Use requests, please send an enquiry to rkqueries@archives.qld.gov.au.
In certain circumstances, the State Archivist may grant authorisation for the early or one-off disposal of public records by a public authority.
Early disposal
A public authority can apply for the early disposal of public records when:
- The public records are covered under an existing retention and disposal schedule
- The public records have temporary value
- The minimum retention period for the public records will be met within 5 years
One-off disposal
A public authority can apply for one-off disposal of public records when:
- The public records are not covered under an existing retention and disposal schedule
- The public records are likely to be of temporary value.
To apply for early or one-off disposal of public records, you will need to complete an application for early or one-off disposal of public records form.
Once received by QSA, this application must be assessed and approved by the State Archivist before the lawful disposal of public records can occur.
Application for early or one-off disposal of public records form
Amend or create a record class
To request changes to an existing disposal authorisation in a retention and disposal schedule, or to develop a new disposal authorisation for an existing retention and disposal schedule, please complete an application to amend/create a record class form.
Application to amend/create a record class form
Review of develop a retention and disposal schedule
To request changes to an existing retention and disposal schedule, or to develop a new retention and disposal schedule for your public authority, please submit an application to review or develop a retention and disposal schedule form.
Application to review or develop a retention and disposal schedule form
To notify QSA of:
- the Restricted Access Period (RAP) for records being transferred to QSA
- any changes to a RAP for records already in the custody of QSA
- whether or not the item metadata is to be published in the online catalogue.
To request the further appraisal of temporary value records that you consider may have permanent archival value.
If you have any questions or require any guidance relating to applications, please call 07 3037 6630 or send your query to rkqueries@archives.qld.gov.au.