Authorised agency users can request the temporary loan of records their agency is responsible for.
All loans are subject to the Management and Care of Official Records on Loan Standard
Request records for loan
To request records for loan the authorised agency user must:
The Agency Loan Request Form must contain details of the:
- purpose of the loan.
State Records may charge for time taken to identify the records as per State Records’ regulated fees and charges, if correct details are not supplied.
For details on the collection of records from State Records, see the Collection of Records section on Terms and Conditions of Loans.
Collection of loans
Records requested for loan will be available for pick-up from State Records at 115 Cavan Road, Gepps Cross 5094, Monday - Friday 9:00am to 4:00pm.
Records may be sent via DX.
Return of loans
Records on loan to agencies may be returned to State Records by:
- courier or
- in person.
For security reasons records must not be returned via post.
The return of an item to its location on the repository shelves is a service included in the retrieval fee and does not attract further charge.
The only records that may be returned are those that have been:
- formally transferred to State Records and
- issued by State Records for loan.
Loan Extensions and Overdue Loans
The usual loan period is 90 days.
If a record is required for longer than 90 days:
- complete an Agency Loan Extension Request Form before the end of the loan period and
- email the form to Loan Services.
When a loan becomes overdue a charge will be applied as per State Records Regulated fees and charges.
It is the responsibility of the authorised agency user to:
- arrange for the return of the records to State Records or
- arrange an extension of the loan.