When to restrict record metadata

Item or record metadata is open and may be published to QSA’s public catalogue, ArchivesSearch unless the metadata contains restricted information. This applies even if the item content is restricted under a RAP.

This metadata includes:

• the item or record title
• item dates
• departmental/agency numbers or other identifiers
• format information
• other details, such as description and remarks

If the record metadata contains restricted information, it may be restricted for the duration of the RAP for the relevant records. Metadata for public records that are not regulated and do not contain restricted information is open and may be published to QSA’s public catalogue.

Series metadata does not contain restricted information and is available in QSA’s public catalogue. This includes the series title, description and dates.

Item metadata assessments should occur at the same time as public records access assessments (see How to determine public records access (set a RAP)).

To complete metadata assessments:

• examine the item metadata of the relevant record grouping (use a QSA item list or ArchivesGateway if available).
• determine whether the metadata contains restricted information – refer to the practical guide (PDF, 315 KB) for relevant types of restricted information.
• consider the sensitivity of the item metadata when viewed in conjunction with series details (e.g. series title, description, dates).
• indicate on the RAN whether the item metadata for restricted records may or may not be published to QSA’s public catalogue.

See an example of a series description and an example of an open item metadata where the record is closed.

Note: If you have the appropriate access permissions, you will still be able to see all record metadata in  ArchivesGateway even if the metadata is not available on QSA’s public catalogue.

Last updated:

30 April 2025