Fact sheet 218 – The National Archives collecting policy
Many people approach the National Archives wishing to deposit records into our collection. However, as the Archives is limited in the types of records it is able to collect we may not be able to accept your records. The Archives Act 1983 sets out the role and responsibilities of the Archives, which includes defining our collecting policy.
The National Archives collecting policy
Most collecting institutions have a collecting policy that outlines the sorts of materials they are interested in acquiring. The National Archives collects official Commonwealth government records, and the records of Commonwealth persons such as governors-general, prime ministers, ministers, federal and High Court judges and some senior Commonwealth public servants, whose records complement the official record.
Commonwealth records are any records that a Commonwealth government department or agency has created or kept in the course of carrying out its business. They may include official files or correspondence, registers, manuals, maps, plans, photographs, or even electronic records on disk. The Archives uses a system of appraisal to determine which records should be kept in archival custody and which can be retained by the agency that created them. To find out more about appraisal, see Why Records Are Kept.
Making sure records are where they belong
Former public servants often find, after they resign or retire, that they have some records relating to their work at home. These may be records that really should have remained with their employer, but for one reason or another have ended up in private hands. It is not usually appropriate for such records to remain outside the Commonwealth’s control.
If you have records in your possession you think might be Commonwealth records that should be in the custody of the Archives or a government agency, please contact:
Transfer Manager
National Archives of Australia
Tel: 02 6212 3600
If the records are private records, or records from a non-Commonwealth institution (such as a state or local government agency or a private company), a number of other collecting institutions may be interested in acquiring them. The table below may help you to find an institution that is interested in your records.
Alternately, it may be more appropriate that you retain significant private records (such as photographs, diaries, invitations or awards made to family members) in your family archives. Our website has advice on preserving physical records.
Other collecting institutions
| Type of record | Institution | Contact details |
|---|---|---|
| State or territory government records, or records relating to state or territory identities, places or events | State or territory government archives or libraries | See Fact Sheet 2 – Addresses of other archival institutions |
| Local government records, or records relating to local identities, businesses or events | Local government archives, local libraries or museums, local history societies | Check the local telephone directory |
| Non-Commonwealth records relating to national identities, events or issues | National Library of Australia | See Fact Sheet 2 – Addresses of other archival institutions |
| Records relating to Indigenous people or communities | Australian Institute of Aboriginal and Torres Strait Islander Studies | See Fact Sheet 2 – Addresses of other archival institutions |
| Records relating to women or women’s organisations | Australian Women’s Archives Project | University of Melbourne, 203 Bouverie St, Carlton VIC 3053 |
| Private records relating to war or armed conflict | Australian War Memorial | See Fact Sheet 2 – Addresses of other archival institutions |
| Company, business or union records, or records relating to business or union identities | Noel Butlin Archives Centre | See Fact Sheet 2 – Addresses of other archival institutions |
| University of Melbourne Archives | Baillieu Library, University of Melbourne, Parkville, VIC, 3010 Tel: (03) 8344 6848 | |
| Scientific records | Adolph Basser Library, Australian Academy of Science | GPO Box 783, Canberra ACT 2601
Tel: (02) 6247 5777 |
| Australian Science and Technology Heritage Centre | University of Melbourne, 203 Bouverie St, Carlton VIC 3053. Tel: (03) 8344 9287 | |
| School records or memorabilia | School archives | Contact the relevant school |
| Non-Commonwealth audio-visual material | National Film and Sound Archive | See Fact Sheet 2 – Addresses of other archival institutions |
In addition, many smaller archives collect in specific subject areas. Examples are the Estonian Archives in Australia, the Australian Lesbian and Gay Archives and the Victorian Arts Centre Performing Arts Museum. Professional groups such as doctors and nurses associations often have their own archives. Museums may also be interested in records of specific people or subject areas. Most universities have archival collections, and their libraries often collect in particular subject areas. Many religious communities also keep their own archives.
The Australian Society of Archivists (ASA) compiles the Directory of Archives in Australia, which lists many other archives in Australia and provides information about their collecting interests.
updated November 2007