In other fact sheets we explain how to search for records using our various finding aids – see Fact Sheet 9 – Searching for records, Fact Sheet 13 – RecordSearch – an overview and Fact Sheet 14 – Keyword searching in RecordSearch.

Once you have identified the record you want, if you wish to view it in the reading room you must order it in one of two ways: use RecordSearch to submit an online request or fill out an Application for Access form. How you place your order depends on:

• whether the record is listed in RecordSearch, and
• the Access decision for the record shown in RecordSearch.

Therefore for any record you wish to view, you must first check to see if it is listed in RecordSearch.

To order records through RecordSearch you need a Login name and a Reader's ticket number. To register as a reader, log in to RecordSearch and choose 'Register – as an Archives user'.

If the Access decision for the record in RecordSearch says OPEN or OPEN WITH EXCEPTION, you can order it direct from the database. With the record description displayed on the screen, request the item, then follow the instructions on the screen. A Request for Issue will be printed in your name. Lodge this with the officer on duty.

When lodging your request ask if the record is held on site. If it is, it will be delivered to you within 30 minutes. If it is held off site, or if it is in special storage (eg low temperature) there will be some delay, depending on the location and type of storage. Note that you cannot request the issue of a record unless it is held in the city in which you are located.

If you are using RecordSearch on our website you can print and mail the 'Request for Issue' to us in advance of your visit, submit an advance request to view records, or email the details to the relevant reading room (see Fact Sheet 1 – Addresses and hours of opening for contact details).

If the record is not listed in RecordSearch, or if it is listed with an Access decision of CLOSED or NOT YET EXAMINED you will need to fill out a green Application for Access form and give this to the reference officer.

The Archives Act says that you must apply for access in writing if the records have not already been examined for public access. If we do withhold access, it will be for one or more of the reasons described in Fact Sheet 46 – Why we refuse access. In most cases the Act gives you the right to appeal against our decision. For more information on how to appeal see Fact Sheet 12 – What to do if we refuse you access.

You need to apply for access:

1. If the record is not listed in RecordSearch (meaning no researcher has previously requested the record);
2. If the record is listed in RecordSearch but has an Access decision of Not yet examined (meaning it has not yet been examined for sensitivities); or
3. If the record is listed in RecordSearch with an Access decision of CLOSED (which means that the record was examined on the date shown in Date of decision, and on that date it consisted entirely of exempt information or information less than 30 years old).

If you lodge an Application for Access for a record which RecordSearch shows as OPEN WITH EXCEPTION or CLOSED we will re-examine the exempt material to see whether it still requires exemption.

If the record is OPEN WITH EXCEPTION you might find it helpful to view the non-exempt portion of the record and discuss the nature and extent of the exemptions with our reference staff before you lodge an Application for Access. Even if the record is CLOSED, discussing it with staff first will help you determine whether the exempt information is likely to be relevant to your field of interest and whether you would like us to re-examine it.

Note that the Access decision for many records may be OPEN WITH EXCEPTION or CLOSED because at the time they were examined some or all of the papers on the record were less than 30 years old. If they are now more than 30 years old you can apply for access.

Yes, provided you have the citation (ie the series and item number). In such cases you do not have to use the green Application for Access form, but may send us your application by letter, email (ref@naa.gov.au) or fax, stating that you wish to apply for access to the record. Your application must clearly identify the record and give an address in Australia where we can notify you when the record has been examined.

It can take up to 90 days, and if the records require referral to agencies or overseas it may take much longer. We will let you know if there are delays. If we have not given you a decision in 90 days we are deemed to have refused you access and you may appeal, see Fact Sheet 12 – What to do if we refuse you access.

We will notify you of our decision as soon as possible, but the time this takes depends on the volume of records, the amount of exempt information they contain, and whether the records need to be referred to agencies. If you lodge a number of applications please indicate when you wish to begin your research and tell us which applications you would like processed first.

Comments or other feedback can be sent to archives@naa.gov.au

updated January 2008