Forms for records management
A list of all Queensland State Archives (QSA) forms to assist your public authority to meet its records management obligations:
ArchivesGateway Security Administrators use this form to authorise Access Classifications for new transfers of public records to QSA, or for public records already held at QSA contained in particular series or broader record types that may span multiple series.
How to submit
Where Option 1 is used, upload completed Access Classification Authorisation form (by Transfer, Series or Record Type) to 'Supporting Documents' section within the relevant transfer via ArchivesGateway.
For Options 2 and 3, send completed Access Classification Authorisation form (by Transfer, Series or Record Type) to discovery@archives.qld.gov.au.
Use this form to notify the Queensland State Archives (QSA) of your response to an application to access restricted record(s).
How to submit
Complete Access to restricted records notification form and email it to info@archives.qld.gov.au.
To amend an existing public record class or add a new public record class to a current approved retention and disposal schedule.
How to submit
Complete Amend or create a record class in a schedule application and email it to rkqueries@archives.qld.gov.au.
To nominate Security Administrators who manage access permissions and/or Senior Agency Administrators to manage users and other permissions within ArchivesGateway.
Nomination form - Security Administrator Senior Agency Administrator (ArchivesGateway Portal)
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 public records from risk of further damage. Consult disaster management for public records for resources detailing what you can do to minimise further damage to public records.
How to submit
- Report the damage to the Policy & Assurance, Government Records team at QSA 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 made?
- 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.
Please continue to gather any further information you can find about the damaged public records to assist with completing your application form and QSA queries.
If your public authority is the responsible public authority for public records held at Queensland State Archives (QSA), your public authority’s Chief Executive has responsibilities relating to public records access under the Public Records Act 2023.
They may choose to delegate these responsibilities to an appropriately qualified officer under s.282 of the Public Sector Act 2022.
Delegates for public records access determine the access status of public records in QSA’s custody under a RAN and/or provide access to restricted records in QSA’s custody.
Delegation of authority application form
For further information see Delegations of authority for public records access.
To apply to QSA to develop a new retention and disposal schedule OR review an existing retention and disposal schedule.
How to submit
Complete a Development or review a schedule application and email it to rkqueries@archives.qld.gov.au.
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.
How to submit
To notify the State Archivist about the loss of public records, please fill out a notification of lost public records form and email it to rkqueries@archives.qld.gov.au.
When filling it out, 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 Chief Executive, or 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.
How to submit
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.
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.
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.
How to submit
Complete an application for early or one-off disposal of public records form and email it to rkqueries@archives.qld.gov.au.
Once received by QSA, this application must be assessed and approved by the State Archivist before the lawful disposal of public records can occur.
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.
How to submit
Complete an Application to amend/create a record class form and email it to rkqueries@archives.qld.gov.au.
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.
How to submit
Complete an Application to review or develop a retention and disposal schedule form and email it to rkqueries@archives.qld.gov.au.
Complete this form if you need to:
- confirm the open access status and metadata availability of public records being transferred to Queensland State Archives (QSA) or in QSA’s custody
- inform QSA that public records being transferred to QSA or in QSA’s custody are regulated and/or contain restricted information in accordance with the Public Records Act 2023, and
- set the Restricted Access Period (RAP) for regulated public records or public records containing restricted information, and
- inform QSA if the record metadata contains restricted information that cannot be published to QSA’s public catalogue ArchivesSearch.
How to submit
To request the further appraisal of temporary value public records that you consider may have permanent archival value.
How to submit
Complete Special circumstances appraisal application and email it to rkqueries@archives.qld.gov.au.