A restricted access period (RAP) is a set period of time where access to records in the custody of Queensland State Archives (QSA) is restricted. This is usually to protect confidential or sensitive information.
Records under a RAP can be accessed through:
There are other mechanisms for accessing restricted records at QSA including Right to Information, Information Privacy and through a subpoena.
A restricted access period is required under the Public Records Act 2002 for all records transferred to QSA.
When transferring records, you must classify them into groups of records or record series and provide the State Archivist with a RAP notice defining the RAP to be applied to each series of records.
A RAP is set by your agency's CEO or their authorised delegate. This is done when the records are transferred to QSA. The CEO or authorised delegate can also change a RAP after it has been set.
Find out more about delegating recordkeeping responsibilities.
A RAP needs to be set when records are transferred to QSA.
When preparing your transfer proposal, think about what RAP should be applied to the records.
You will need to discuss the RAP with QSA before your transfer will be accepted.
Once a transfer proposal is accepted and arranged, your CEO or authorised delegate will need to set the RAP using the Restricted access period notice (DOCX, 156 KB). In some cases, it may be necessary for QSA to review the records before a RAP is set.
If the records being transferred are an addition to a series already held by QSA (known as an accrual), then the existing RAP for that series will have already been set and will be applied to the newly transferred records.
Your agency must notify us if the existing RAP does not apply to the accrual records being transferred, or if there are any exceptions.
To support an open and transparent government, records transferred to QSA should be open (have a RAP of 0 years) unless a record should be restricted to protect confidential or sensitive information.
The duration of a RAP is linked to the types and sensitivity (e.g. low, medium or high) of information contained in a record and is calculated from the date of last action on a record.
A RAP is set at series level and is relevant to all items within that series.
If specific items are more sensitive than others and require a longer RAP, these items must be listed separately as exceptions and include the number of RAP years and metadata status as either Yes (open) or No (closed) for each item (i.e. whether the item description /metadata is visible in the public catalogue).
A RAP must be a set period of time and cannot cover an indefinite period. It is the intent of the Public Records Act 2002 that all records eventually become available for public access.
Some records (such as adoption records) are governed by legislation that overrides the Public Records Act 2002 and this may affect their access.
To set a RAP of more than 100 years, you need a regulation under the Public Records Act 2002. A regulation may only be passed if it can be demonstrated that access to the records would not, on balance, be in the public interest.
To determine the appropriate RAP:
The State Archivist may ask your agency to review or change a RAP. If agreement cannot be reached after negotiation, either party may refer the issue to the Public Records Review Committee for resolution. See the RAP review escalation process (PDF, 164 KB) for more information.
Use the following categories as well as the Setting restricted access periods (RAP) guide (PDF, 315 KB) to help determine the most appropriate RAP.
You may specify any duration between the minimum and maximum periods outlined below.
The following information and guide takes into consideration requirements under the Public Records Act 2002, schedule 3 of the Right to Information Act 2009 (RTI Act) and s.12 of the Information Privacy Act 2009 (IP Act).
However, it is your agency's responsibility to ensure other legislation and requirements are considered when determining a RAP.
Closure period between 0-30 years
This applies to most records, as they are usually of a non-personal or non-sensitive nature. They will likely also have little to no impact on business or agency interests.
A restricted access period set at '0' indicates that the records are not subject to a restricted period and are available for public access immediately on completion of the transfer process.
Closure period between:
Records that contain information about personal affairs may include details about personal relationships, health, domestic or financial obligations.
Note: Personal details may also constitute information about personal affairs.
If a record contains information about personal affairs, consider:
Closure period between:
This applies to records containing information created during the process of giving or obtaining legal advice or providing legal services.
Consider the sensitivity of the information if it was released when determining the most appropriate RAP.
Closure period between:
This applies to records containing information conveyed in confidence under the understanding the information is for a restricted purpose.
Consider the sensitivity of the information if it was released when determining the most appropriate RAP.
Closure period between:
This applies to records that contain information that could reasonably be expected to damage the security of the Commonwealth or State.
Consider:
Closure period between:
This applies to records that contain information that could:
Consider:
Closed for a period of:
This applies to documents brought into existence for the consideration of Cabinet.
Closure period of 30 years.
This applies to records submitted or proposed to be submitted to the Executive Council.
This includes:
Sensitivity of information can be considered in three levels and may change over time:
Low level information such as summary information of a person, event or business activity that poses a low risk to the relevant person or agency if released.
Low sensitivity personal affairs information may include name, address, age, occupation, next of kin, as found in a register or database.
Low sensitivity business related information may include name of project or building, information that is classified as 'Official' or publicly available already.
Contains more detailed information about a person, event or business activity that poses medium or moderate risk to the person or agency if it was released.
Medium sensitivity personal affairs information may include relationships to other people, employment details, culturally sensitive material and financial affairs.
Medium sensitivity business related information may include records and information classified as 'sensitive', or information that was highly sensitive, but the sensitivity has reduced over time.
Contains detailed information of a person, event or business activity of a sensitive nature that poses a medium or high level of risk to the person or agency if the information was released.
High sensitivity personal affairs information may include sensitive medical records, culturally sensitive material, and mental health records.
High sensitivity business related information may include financial records, contracts, security related information, some information classified as in-confidence, and records and information classified as' protected' or 'highly protected'.
For more information on personal information and privacy, see the Office of the Information Commissioner website.
Item or record descriptions (metadata) are published through the online catalogue on QSA's website when records are transferred to QSA, even if the records are restricted.
This description or metadata includes the:
Most item descriptions for records will be available in the online catalogue by default (excluding cabinet matters) even if the record it relates to is closed. This enables other forms of authorised access.
Item descriptions should only be restricted if the description includes sensitive or confidential information.
Note: Item descriptions for records restricted under category 7 (Cabinet matters) are automatically closed for the same period of time to which the records relate.
To determine if the item descriptions should be restricted:
As with the RAP, this decision is made at the series level (with item level exceptions if necessary).
Regardless of whether or not the item level metadata is visible, information about the series is available in the catalogue. This includes the title, description and dates.
See an example of a series description and an example of an open item description where the record is closed.
Note: You will still be able to see details of these records when logged in to ArchivesGateway even if the metadata is restricted on the public catalogue.
You can change an existing RAP by issuing a new RAP notice (DOCX, 156 KB) to the State Archivist.
This may be necessary because of legislative or regulatory change, or because the sensitivity of information has changed (e.g. becomes less sensitive as time passes).
Changes must be consistent with the Act's requirements and are subject to approval by the State Archivist. You will need to justify why a RAP should be changed when completing the new RAP notice.
When deciding to change a RAP, ensure you have a solid understanding of the records' contents. This may involve:
Item lists of transferred records are available through ArchivesGateway. You can also see your agency's records in ArchivesGateway, including their restricted access period and when that period expires.
We recommend you ensure you have an up to date and comprehensive item list before you start work on reviewing or revising an existing RAP.
Resources and tools for records management have been developed to help you implement best practice records management in your agency.
