Archival materials

Register as a Researcher

Before using archival records, it is necessary for clients to register as a researcher and be issued with a Researcher's Library card. Clients can do this by completing a registration form at the Enquiries Desk in the Battye Library or State Records Office Search Room. There is no charge for registration, but appropriate identification - such as a driver's licence or a passport - needs to be provided. As part of the registration process, researchers must also sign an agreement to abide by the "Conditions for the Use Archival Records". A Researcher's Ticket is valid for 5 years and must be produced each time records are requested.

Students up to and including Year 12 are not permitted to use original archival material unless accompanied by an adult.

Conditions for the Use of Archival Records

The following conditions apply to all clients who wish to access archival records:

  1. A current researcher's ticket or slip must be issued to a researcher before access to archival material will be granted.
  2. The ticket will be issued to researchers on their first visit to the Researchers Room and is valid for one year from date of issue. It is not transferable, and must be shown to staff each time records are received.
  3. Students up to and including Year 12 are not permitted to use original archival material unless accompanied by an adult.
  4. When requesting archival material, researchers should complete a call slip for each item. The call slip must be completed in full or delays may occur in retrieval. Up to five items will be retrieved at any one time from the Archives stack, or more at the discretion of the staff.
  5. Records are retrieved from the Archives stack area three times per day (Monday to Friday). No retrievals occur on weekends or public holidays.
  6. Researchers are asked to respect the physical integrity of the records while handling them.
    For example:
    • Records are not to be marked or damaged
    • Loose papers in files should be left in their original order
    • Pencils only are to be used for note taking
    • Use of post-it notes is not allowed
    • Researchers agree to comply with any privacy conditions that may apply when they access the records.


Some material may be photocopied if requested. Approval for photocopying must be sought from staff and photocopying is only undertaken by staff. As a general rule the following items may not be photocopied:

  • Records that predate 1900
  • Bound volumes
  • Original items where a microfilm or other copy exists.

When researchers have no further use for the records, the records should be handed to a staff member. Records may only be read in the Researchers Room.

If access to any records is restricted this is noted in the finding aids. Staff will advise researchers of the appropriate access application procedure.

State Records Office Records

If you want to view archival records held at the State Records Office please check the State Records Office website for retrievals information.

Material may be reserved by telephone so that it is ready for use when you visit the Alexander Library Building.

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Page last updated: Friday 30 October 2015

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