Retrieve or access your agency's records at QSA (File Issue service)

Current fees are:

We send invoices quarterly.

Note: These fees and charges are also available in ArchivesGateway.

Quotes are included as part of the File Issue request process in ArchivesGateway, including the option to pre-approve quotes or approve a quote once it has been issued by QSA.

Requests will be processed once a quote is approved by the public authority.

Quotes are issued at request/order level and are calculated based on what is requested and how many items or pages are required.

For more information on quotes and understanding how fees are calculated and applied, see the File Issue Requests user guide (PDF, 3 MB)  (PDF, 3.2 MB) .

Use the File Issue request section under 'My File Issues' in ArchivesGateway to request records.

Records can be delivered digitally through ArchivesGateway, or you can request physical records and collect them from QSA.

It is also possible to access physical records in our Reading Room at QSA without charge.

To complete a File Issue request, please use the search function within the request form to locate the records and then add them to a request. Depending on the access permissions assigned to you by your public authority’s Security Administrator, some representations may not be able to be added to the request. Transfer reports provided by QSA can also assist in searching for these records. If you are unable to find the records in ArchivesGateway, a search request can be submitted.

Where access classification labels and relevant permissions permit, existing digital copies of records may be accessed through the Controlled Records section of ArchivesGateway.

File issue requests and physical and digital file issues in ArchivesGateway cannot be viewed by the user if they contain records with higher access classifications than the permissions they have been granted by the public authority’s Security Administrator.

For more information on how to complete file issue requests and access physical and digital file issues in ArchivesGateway see the user guide on the Use ArchivesGateway page.

Depending on the access permissions granted, it is possible to search and view the metadata of all your public authority’s records at QSA, including records still closed under a restricted access period, in ArchivesGateway.

If users are unable to locate the records required, a search request can be submitted through ArchivesGateway. QSA will then conduct a search of your public authority’s records for up to one hour. This is a fee-based service.

When submitting a search request in ArchivesGateway, provide as much detail as possible to help us identify the specific records required, such as item ID's, names including any variations or subject matter, place/institution, departmental control numbers, and dates.

Search requests related to the National Redress Scheme, Right to Information, and Royal Commissions currently do not incur a search fee or time limitation. Please indicate in the search request if records are required for one of these purposes.

Records found during the search can be requested from QSA via the File Issue service in ArchivesGateway.

For guidance on how to search your records in ArchivesGateway, please see the search and search requests user guide on the Use ArchivesGateway page.

Users from a public authority can request to access their public authority’s records in the Reading Room at QSA at no charge. Similar to file issue requests, the records that can be added to Reading Room requests is dependent on the access permissions a user has been assigned.

Reading Room requests are managed through ArchivesGateway and must be submitted by the person that will access the records onsite on the required day. Requests completed on behalf of another representative within the public authority will not be accepted as QSA will not grant access to the requested record to anyone but the named individual on the request.

Requests to access restricted records

If you are submitting a Reading Room request for restricted records through ArchivesGateway, you do not require any further permissions to access the records.

If you, or a member of the public, requests the records through ArchivesSearch, access will need to be granted by the public authority delegate or CEO via an Access to restricted records form (DOCX, 134 KB) (DOCX, 133.6 KB) .

See the advice on how to provide access to restricted records and refer to the Reading Room requests user guide on the Use ArchivesGateway page.

What records can't be issued on loan

Some types of records cannot be issued on loan, however they may be viewed in the Reading Room or, depending on the circumstance, may be digitised. These include:

• audio-visual records such as film, VHS and cassette tapes
• electronic media such as computer disks and hard drives
• cards such as index cards, rates cards and identification cards (usually kept in card drawers and boxes)
• photographic materials, other than those included in a general paper file
• maps and plans not included in a general paper file
• fragile items at risk of damage in transit
• letterpress books which contain iron gall ink
• three dimensional objects, including those contained in a general paper file (such as models, exhibits, works of art, awards, stamps and seals) and items that present a health and safety risk (usually mould-affected items).

It may be possible to access these records in the Reading Room at QSA.

Delivery of physical records through the File Issue service and ArchivesGateway defaults to digital delivery on the request form.

To request the physical record, change the relevant selection on the form in ArchivesGateway.

Digital delivery

Digital deliveries will generally be processed and sent out within 4 business days from approval of the quote. However, delays may be experienced if the number or volume of requests is high or the files/registers are very large.

Depending on the level of access permission assigned by the Security Administrator, non-sensitive, sensitive and unclassified digital representations created as a result of a digitised copy request may be downloaded directly from the ‘Controlled Records’ screen via the ‘View Digital Record’ link.

Digital copies delivered through the File Issue section in ArchivesGateway will also be delivered as a via a link which will expire after 14 days.

Collection of physical records

Physical files can be collected from QSA's loading bay from Monday to Friday between 9.00am and 4.00pm.

Physical record requests will be processed and ready for collection 2 business days after the quote is approved by the public authority (e.g. order submitted and quote approved by 12 noon on Monday will be ready for pick up by 9.00 am on Wednesday).

Requests for collection of physical records must be submitted through ArchivesGateway by 12 noon each day.

We will notify you in ArchivesGateway once your order is ready for collection. Records can be collected either by public authority staff or by a courier.

Requests that may take longer to process

We will notify you if particular requests will take longer to process, for example if:

• requests or items are unusually large
• conservation work is required to enable access or digitisation
• records need to be retrieved from cold storage and require pre-conditioning (minimum 5 days).

File Issue offers an urgent request service for an additional fee.

Whenever possible, File Issue will offer same day processing for physical requests and 2 business days for digital requests.

Delays may be experienced if the number of requests is high or the files/registers are very large.

The loan period for physical records is 90 days. Return dates are printed on the labels fixed to the packaging.

Public authorities can use ArchivesGateway to view details of all records on loan and when they are due for return. Please return records within this loan period.

ArchivesGateway will notify public authority users of any records due for return and records that are overdue.

If records are required for longer than 90 days, an extension may be granted. Requests for extensions can be made through the messaging function in ArchivesGateway.

We expect that public authorities will have robust internal policies and procedures to ensure the appropriate tracking, safekeeping and timely return of records to us.

Archival records are only to be used in an office environment and are not to be taken home by individual staff working from home.

Archival records can be aged and fragile. Follow the recommendations below while these records are in your care:

• leave records in their archival packaging when not in use
• do not alter records in any way
• keep documents in their original order
• avoid damage
• don't apply sticky notes, labels or adhesive page markers, or use pens, highlighters or other writing tools to write on records
• don't dog ear pages—use loose paper flags instead but remember to remove them before returning
• use records in a clean environment away from food, drink, moisture, heat and insects
• never attempt to repair records (e.g. using sticky tape)
• notify QSA immediately of any damage or loss.

Physical records can be returned to QSA's loading bay from Monday to Friday between 9.00am and 4.00pm.

Please return records to QSA in the heavy-duty crates provided at collection.

Background

The deaccessioning process officially removes a record or series of records from Queensland State Archives (QSA) collection and custody. Deaccessioning records from the collection is a rare occurrence and should only be requested following careful consideration.

Records requested for deaccessioning can either be of permanent or temporary value.

Reasons for deaccessioning

A public authority may request a record or series of records to be deaccessioned from the QSA collection for example because the record is required for continuing business use for an extended period of time or because the public authority considers the record to be of temporary value.

Authority

While there is no specific delegation for deaccessioning of records under the Public Records Act 2002, public authorities should ensure that requests for deaccessioning of records from the QSA collection are approved by an officer with appropriate seniority and authority. For example: Director, Information Management.

Process

1. The public authority sends a request to QSA at discovery@archives.qld.gov.au with the relevant item/series details, the approval by an appropriately authorised officer, and the reason for requesting deaccessioning.
2. QSA assesses the request against relevant retention and disposal schedules, QSA’s Appraisal Statement and information provided by the public authority.
3. The Director, Digital Archives and Collections approves/does not approve the deaccessioning request and the public authority is notified in writing of the outcome.
4. If deaccessioning is approved, the record/s will then be deaccessioned from the collection, marked as deaccessioned in the catalogue and returned to the public authority.

Responsibilities of public authorities

Deaccessioning should only be requested after careful consideration and approval by an appropriate officer (see ‘Authority’ section above)

Public authorities should maintain a register of deaccessioned records to ensure they are appropriately managed while in agency custody.

Under the Public Records Act 2002, public records identified as permanent must be retained, even if deaccessioned and temporarily returned to a public authority’s custody. Public authorities must ensure the records are appropriately managed while they are out of QSA’s custody, Deaccessioned records of permanent value should be returned to QSA once their business use ceases.

Public Authorities must ensure they follow correct deaccessioning and records disposal processes. Disposing of records without appropriate approvals may result in an offence being committed under s13 of the Public Records Act 2002 which states that it is unlawful to dispose of records without a disposal authorisation given by the State Archivist or other legal authority.

For more information please contact QSA at discovery@archives.qld.gov.au.