How to determine public records access (set a RAP)

To assess public records for access:

1. Familiarise yourself with the public records principles – Public records generally and Records relating to Aboriginal peoples and Torres Strait Islander peoples
2. Group the records by content type or classification – e.g. minutes, admissions, correspondence etc.
   If the records are at QSA, the grouping may be the QSA series or record type.  
3. Gather relevant information about the records, including any available metadata.
   For records at QSA, this should include the series description/s and item listing. Item lists of transferred records are available through ArchivesGateway. You can also see your agency's records in ArchivesGateway, including their existing restricted access period and when that period expires. See the Use ArchivesGateway page for more information.
4. Examine the content of the records in each grouping to determine:
   • if they contain restricted information or are regulated records – see the practical guide (PDF, 287 KB) for definitions, considerations and possible closure periods
   • if the information should be restricted under legislation that overrides or applies despite the Public Records Act 2023

You may wish to consult with any relevant business areas within your public authority as part of this step and Step 5 (if applicable). If the records are at QSA, you may wish to view the records (or a sample) by visiting QSA or requesting records through the File Issue service.

5. Select the appropriate option below:
6. If the record contains restricted information or is regulated, determine:
   • the restricted access period to be applied to the group of records – refer to the practical guide (PDF, 287 KB) for possible closure periods depending on type of information and level of sensitivity.
   • whether the record metadata contains restricted information and if it should therefore be restricted from publication to QSA’s public catalogue, ArchivesSearch – see When to restrict record metadata for more information.
7. Complete the RAN, specifying any relevant restriction details. Ensure it is signed by your public authority’s chief executive or authorised delegate for records access and submit it to discovery@archives.qld.gov.au or the relevant QSA officer.

Last updated:

30 April 2025