Archives transfer procedures

Transfer is the process that results in records being taken into the custody of Library and Archives NT (LANT) to become part of the Territory archives collection. These procedures will guide you through the process.

You will need

Transferring records to our custody will require input and resources from your organisation. Your organisation is responsible for:

• utilising appropriately skilled staff or contracting external service providers to list, box and prepare the records for transfer
• procuring boxes and other storage containers
• arranging for the delivery of the records to the NT Archives Centre in Darwin or Minerals House in Alice Springs.

Steps in the archive transfer process

Step 1. Identify records suitable for transfer

To identify records suitable for transfer, follow the checklist on eligibility for transfer DOCX (63.1 KB). If you have records that do not meet these criteria, contact LANT government archives to discuss your requirements.

Step 2. Apply to transfer records

Once you have identified records eligible for transfer, you need to prepare an application for transfer form DOCX (66.2 KB). The application to transfer form summarises all of the records you want to transfer at the same time.

Step 3. Receive confirmation the records are eligible for transfer

LANT staff will review your application to transfer and notify you whether the records are eligible for transfer.

If the records are not eligible for transfer, you will be advised what options are available for managing the records.

Step 4. Prepare documentation about the records, including access agreement

Once you have received confirmation that the records are eligible for transfer you can start preparing the required documentation, which includes:

• series consignment list XLSX (3.1 MB) for each set of items from different recordkeeping systems, for example, a list of minute books, a list of correspondence dockets, a list of corporate files and so on.
• prepare a series registration form DOCX (63.6 KB) for each new series being transferred. For further information read how to describe a series
• prepare an access agreement form DOCX (65.2 KB) for each series that does not have an access direction in place.

Box records in accordance with procedures for preparing your records to transfer.

Submit all of the documentation relating to an approved transfer at the same time.

Stage 5. Receive approval for physical transfer of the records

An archivist will review all of the documentation received and advise you whether any changes or more information is required.

Once the documentation has been finalised and approved you will be advised that the physical transfer of the records is approved. Scheduling of transfers will be based on a number of factors include age and fragility of the records.

Stage 6. Physically transfer records

You are responsible for arranging and paying for the transportation of the records to the nominated repository at the agreed date and time. When the records are received in the repository, they will be shelved and our systems will be updated with details of the records. For further information read the uplift and delivery of your transfer.

Step 7. Receive receipt of transfer

You will be sent confirmation of the records received and reports detailing how the records can be identified on the Archives Navigator website. You should retain this information in your recordkeeping system, as you remain responsible for records of your agency (and its predecessors) which are in our custody.

After the records have been transferred

Once records have been transferred to our custody your organisation can still access and retrieve them but can no longer add to or alter them.

For information about accessing and retrieving your records, read the agency access to government archives.