Agencies are responsible for storage of their own records until they can be legally disposed of by destruction or be transferred to State Records' custody.

State Records has entered into a Deed with the following Approved Service Providers (ASP) for storage, retrieval and destruction services of official records.

The Deed only permits these companies to store sentenced, temporary records.

See our Management and Storage of Temporary Information Assets with an Approved Service Provider Information Sheet for more information.

Approved Service Providers

Storing Permanent or Unsentenced records at an ASP

The Deed does not permit Approved Storage Providers (ASPs) to store permanent or unsentenced records unless an exemption/transfer postponement is approved by State Records.

Permanent records

Process for storing permanent records

Agencies wishing to store  permanent records with an ASP which are not in current administrative use must request an exemption from State Records by completing the Approval to store permanent records with an ASP form and emailing it to State Records.

NOTE: The Global Exemption that was established in 2018 allowing agencies to store permanent records at an ASP without applying to State Records for a postponement or exemption was revoked on 19 April 2024.

Unsentenced information assets

Agencies wishing to store records with ASPs which are unsentenced should request an exemption from State Records by completing the Approval to store unsentenced information assets with an ASP form and emailing it to State Records.