Forms for records management
Below are Queensland State Archives (QSA) forms, requests, and required instructions to assist your public authority to meet its records management obligations:
ArchivesGateway Security Administrators use this form to authorise Access Classifications for new transfers of public records to QSA, or for public records already held at QSA contained in particular series or broader record types that may span multiple series.
How to submit
Where Option 1 is used, upload completed Access Classification Authorisation form (by Transfer, Series or Record Type)133.4 KB) to 'Supporting Documents' section within the relevant transfer via ArchivesGateway.
For Options 2 and 3, send completed Access Classification Authorisation form (by Transfer, Series or Record Type)133.4 KB) to discovery@archives.qld.gov.au.
Use this form to notify the Queensland State Archives (QSA) of your response to an application to access restricted record(s).
How to submit
Complete Access to restricted records notification form138.1 KB) and email it to info@archives.qld.gov.au.
You must notify the State Archivist about a public record that your public authority knows, or reasonably ought to know is of permanent value and is at risk of loss or damage under s21(b) of the Public Records Act 2023.
The process for at-risk records is currently under review. At this stage, no form is required.
Email us at discovery@archives.qld.gov.au to report records at risk of loss or damage.
To nominate Security Administrators who manage access permissions and/or Senior Agency Administrators to manage users and other permissions within ArchivesGateway.
If your public authority is the responsible public authority for public records held at Queensland State Archives (QSA), your public authority’s Chief Executive has responsibilities relating to public records access under the Public Records Act 2023.
They may choose to delegate these responsibilities to an appropriately qualified officer under s.282 of the Public Sector Act 2022.
Delegates for public records access determine the access status of public records in QSA’s custody under a RAN and/or provide access to restricted records in QSA’s custody.
Delegation of authority application form 184.5 KB)
For further information see Delegations of authority for public records access.
Loss and/or disposal of damaged public records before their minimum retention period may be unlawful under the Public Records Act 2023.
The lost and damaged process is currently under review. At this stage, no form is required.
Email us at rkqueries@archives.qld.gov.au if you need help with lost or damaged public records.
We can then guide you on whether your public authority needs to submit:
- a formal notification of lost public records, and/or
- an application to dispose of damaged public records.
Disposal authorisations can be issued individually or in a retention and disposal schedule.
How to submit
This process is currently under review. At this stage, no form is required.
Email us at rkqueries@archives.qld.gov.au if you need new or updated disposal coverage for public records.
If you can, please include details in your email about:
- the public records you want disposal coverage for, and
- why you are seeking updated disposal coverage (e.g. change in value of public records, planned migration or review of storage locations).
Complete this form if you need to:
- confirm the open access status and metadata availability of public records being transferred to Queensland State Archives (QSA) or in QSA’s custody
- inform QSA that public records being transferred to QSA or in QSA’s custody are regulated and/or contain restricted information in accordance with the Public Records Act 2023, and
- set the Restricted Access Period (RAP) for regulated public records or public records containing restricted information, and
- inform QSA if the record metadata contains restricted information that cannot be published to QSA’s public catalogue ArchivesSearch.