Records may be created and managed in various formats including:

  • analogue audio, video and film recordings
  • digital formats
  • photographs, slides and negatives.

Advise State Records if you are proposing a transfer of records in non-standard formats.

Audio, video and film

Analogue audio, video and film pose challenges for long term preservation and access, including the media the records are stored on and the need to use equipment to access the content.

The media the information is carried on, such as acetate film, should ideally be stored in cool storage to prevent deterioration.

Agencies are encouraged to copy the content to digital formats to ensure access.

The National Film and Sound Archive of Australia encourages digitisation of tape under its Deadline 2025 strategy.

Digital formats

Agencies are responsible for ensuring official records in digital formats remain accessible and useable for as long as they are required.

State Records does not yet have a Digital Archive and is currently unable to accept transfers of permanent records in digital format, including digital records on physical media such as CD or DVD.

Agencies are discouraged from printing digital records for transfer. Printouts of digital records proposed for transfer may be rejected.

Photographs, slides and negatives

Agencies should ensure photographs, slides and negatives are stored in suitable packaging such as archival quality albums and sleeves. These are available from commercial archival suppliers like Albox or Archival Survival.