The decision made by the Archives under the Archives Act 1983 (sometimes in consultation with agencies), which determines whether a record is open for public access. See Fact Sheet 10 – Access to records under the Archives Act.

Usually an Australian Government department or part thereof with responsibility for the creation or keeping of records. An agency can also be an Army base, lighthouse, royal commission, statutory authority, diplomatic post, intelligence agency, Antarctic station, etc. The Archives identifies each agency by giving it a CA (Commonwealth Agency) number and describing it on RecordSearch.

(i) records that have enduring value for research purposes;
(ii) a building or room where archives are kept; and
(iii) an organisation responsible for the care and control of archival material.

A standard format for identifying records, eg National Archives of Australia: K997, 1/15/2 refers to item 1/15/2 from series K997. See Fact Sheet 7 – Citing archival records.

The access decision of a record that has been withheld from public access under the Archives Act. See also open and open with exception.

Records created between 30 years ago and today are said to be in the closed period and in most cases are not available for public access under the Archives Act (access can be sought under the Freedom of Information Act). Under the Archives Act records are not available for public access until 30 years after the year they were created, eg records created in 1975 became available in 2006. See also open period. See Fact Sheet 110 – When to use the FOI, Archives and Privacy Acts.

The cataloguing system used by the Archives to describe records and to link groups of items (series) to the agencies which created them. See Fact Sheet 6 – The Commonwealth Record Series (CRS) system.

Sensitive information defined in section 33 of the Archives Act (eg personal or security related information) which may be withheld from public access beyond 30 years. See Fact Sheet 46 – Why we refuse access.

To delete exempt information from a copy of a record in order to make the remainder of the record available for public access.

A term used by archivists to describe records that remain or have survived to the present (ie records that have not been destroyed or lost).

A reference tool created by the Archives to help staff and researchers find records. Examples include RecordSearch, item lists, fact sheets, guides.

Usually a single sheet of a file, folder, volume, etc.

The smallest discrete unit in a recordkeeping system which together form a series. An item is usually a file but can be a volume, map, plan, photograph, computer disc, etc.

A list of items within a series usually providing the item number, title and date range. Item lists are one of the Archives' main manual finding aids.

The first stage of the appeal process in which you may apply to the Archives for review of a decision to wholly or partially refuse access to a record. You have a legal right to request such a review. See Fact Sheet 12 – What to do if we refuse you access.

The access decision of a record that has been opened for public access under the Archives Act. See also closed and open with exception.

Records created more than 30 years ago are said to be in the open period, eg records created in 1976 became available in 2007. The Archives Act provides a statutory right of access to these records. See also closed period.

The access decision of a record, part of which has been withheld from public access. See also open and closed.

A numbered pass issued to researchers using original records in the reading room.

The area where public and official researchers may view records.

A database available on the Archives’ website that lets you search for information about records held in the National Archives' collection. This information currently comprises descriptions of 9000 creators/depositors and over 6 million record items (about 10% of the items in the collection).

A microfilm or other copy of a record made to protect a fragile original or to make the record available in more than one reading room.

A person employed and paid to do research on behalf of another.

Any member of the public using the Archives' information services.

A group of similar records usually kept together because they result from the same activity. The Archives identifies each series by giving each a CRS (Commonwealth Record Series) number and describing it on RecordSearch.

The renumbering and intersorting of items into a more recent series or their integration into another agency's recordkeeping system.

A temporary restriction on public access pending advice on whether a record contains exempt information.

updated June 2009