1.1.0 Making a Request |
| 1.1.1 |
Once records have been transferred to the custody of the NTAS they are considered archives and may be retrieved through the Lending Service. Archives will only be issued to the agency which created the archives or the agency which has inherited the functional responsibilities of the creating agency. All requests should be made through the Records Management unit of that agency. |
| 1.1.2 |
If an agency wishes to retrieve archives of another agency it must do so via the creating agency, or obtain a letter of authority from the creating agency for presentation to the NTAS. |
| 1.1.3 |
Records which are classed as archives and are over thirty years old will usually have been cleared for public access. These archives will generally not be issued through the Lending Service. They should be consulted in the Public Search Room at the NTAS. |
| 1.1.4 |
In order to prevent further damage, the NTAS reserves the right to not issue archival records in fragile condition to avoid further damage. |
| 1.1.5 |
Requests may be made by telephoning the NTAS Lending Service (89 247654 OR 89 247677); by fax (89 247660); or in writing. When requesting archives the following information MUST be cited:
- Name of agency and section of agency making request;
- Name and telephone number of person making request;
- NTRS number (in top left-hand corner of Series Consignment List);
- Box or item number;
- Archive number and/or name
Requests where any of the above information is not available will not be able to be retrieved by the NTAS. The relevant information is contained in the Series Consignment Lists prepared by the agency when the archives are transferred. Agencies retain a copy of these lists at the time of transfer. Refer to your Records Management unit for further information. |
| 1.1.6 |
Agencies are requested to batch requests for archives once per day unless there are urgent requests. |
| 1.1.7 |
Requests may be made during office hours (8.00am to 4.30pm Monday to Friday). Requests received prior to 10.00am will normally be ready for collection the same day. Requests received after 10.00am will not be ready for collection until the following working day. Agencies will be notified when their archives are ready for collection.
Please note that requests cannot be made between 11.45 - 14.00 each day. |
| 1.1.8 |
Requested archives may be collected from the Lending Counter at the NTAS. Departmental staff or couriers collecting archives from the the NTAS Lending Counter must be able to present a letter of authorisation to identify them as authorised personnel. This letter may only be completed by departmental staff whose sample signatures have been lodged with the NTAS. |
| 1.1.9 |
Requests made for the issue of archives to regional areas throughout the Northern Territory will be dealt with individually. Normally archives will either be posted or sent through the internal courier service of the requesting agency. The NTAS will endeavor to have requested items at the appropriate sending point within 24 hours. |
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1.2.0 Receiving Archives |
| 1.2.1 |
When archives are collected, the Lending Service Receipt Form must be signed and dated by the receiving officer. The receipt form has a pink carbon copy which is kept by the receiving agency, while the original white sheet is retained by the NTAS. |
| 1.2.2 |
Each item will have a red Record Control Card attached to it. This card records all relevant details concerning control of the archive, and must not be removed. If the card has to be removed so that papers can be photocopied from the file, it is essential that it be replaced. |
| 1.2.3 |
It is important that all papers within files be attached to the cover to avoid displacement. It is essential that additions not be made to files while they are on issue, as they are closed records. |
| 1.2.4 |
If an archive which is already on issue has been inadvertently requested again, the receipt will be noted NRA (Not Returned to Archives) in the remarks column. Requested archives which have not been transferred to the NTAS will be noted NIA (Not In Archives). |
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1.3.0 Returning Archives |
| 1.3.1 |
Archives which have been issued by the NTAS and are ready for return must be accompanied by a Lending Receipt form which is to be completed by the agency representative. Each agency is issued with these forms and further stocks are available from the NTAS. |
| 1.3.2 |
Up to 20 archives for return may be listed on the receipt form. |
| 1.3.3 |
When the agency is ready to return archives they should be returned to the the NTAS Lending Counter Monday to Friday. |
| 1.3.4 |
When returning archives, the receipt form will be signed by the the NTAS representative. The original white sheet will be retained by the agency, and the pink copy kept at the NTAS. |
| 1.3.5 |
Please note: All archives that are returned to the NTAS must have a red control card which is attached to the file when the NTAS issues the file. If unable to locate the red control card please contact the NTAS staff for assistance. |
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1.4.0 Archives Outstanding |
| 1.4.1 |
Arrangements should be made for the return of archives to the NTAS as soon as they are no longer required for use by the agency. Archives should be returned to the NTAS within one month. |
| 1.4.2 |
In order to keep control of items issued, the NTAS will periodically send a list of overdue archives to agencies. |
| 1.4.3 |
If archives are required for a further period, a note should be placed in the remarks column of the list of outstanding archives before it is returned to the NTAS. |
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1.5.0 Re-activating Archives |
| 1.5.1 |
Where an agency considers it necessary to re-activate archives which have been issued by the NTAS Lending Service, the Record Control Card should be removed from the archive and returned to the NTAS with an explanatory note and a Lending Receipt. |
