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Transfer records examples

Set different RAPs for records in the same series

Scenario

You want to transfer a series of administrative files to QSA. Most of these files cover general matters; however, 2 of them relate to unsubstantiated allegations of misconduct against a named officer.

Action

You decide to apply a RAP of 0 years (open) to most of the series, but a RAP of 65 years to the allegation files. You note this decision on the item list template and in the RAP form.

Request records through the File Issue service

Scenario

An officer in a business area in your agency wants to access some files they are pretty sure have been transferred to QSA.

Action

The officer Check with you, the records manager and the nominated delegate, to clarify the records' location and get help identifying the files to order through the File Issue service.

Scenario

Your agency transferred their records to QSA last year, but you now need some of them for a project similar to one the records relate to.

Action

You find out what records you need by checking the online catalogue {hyperlink} and the transfer reports, and then contacts the File Issue service. You can then submit an order form for the records and we’ll return them for a 90-day loan.

Scenario

You identify some archived files you are interested in accessing, but are not sure if the records belong to your agency.

Action

You check the QSA catalogue to confirm who the current responsible agency, but are still unsure so you contact the File Issue service for confirmation.

Scenario

An officer from another agency want access to archived records from your agency.

Action

The applicant must obtain written permission from your agency, as the responsible agency, to access the files through the File Issue service.

You can grant them permission via the Access to restricted records form (DOC, 271 KB), which gets passed on to QSA.

Where the records are open the officer can access them in person through the Public Search Room at QSA without having to obtain permission from the responsible agency.

Provide access to closed records

Scenario

A member of the public has applied to your agency wanting to access her grandfather’s staff file, which has been transferred to QSA. The end date of this file is 1955 and it has a RAP of 65 years.

Action

After confirming that they are the responsible agency for the records, you can access them through the File Issue service to examine the records before making them available to the person. You may decide to provide digital copies rather than issue the original file. Alternatively, you could provide permission for the person to access the file on site at QSA with or without your supervision.

The authorised delegate looks at the record and decides that it is ok to provide access to the researcher and for them to obtain copies.

You complete the Access to restricted records form (DOC, 271 KB) and send it to QSA.  You then inform the person that you’ve granted access to the file.