Identifying State Archives For Your Research

State archives are official records created or collected by Colonial, State, and Local Government departments and agencies. Also included are the records of Statutory Authorities, Courts of Law, Royal Commissions, and Committees of Inquiry.

Records received by the State Records Office (SRO) prior to March 1988 are arranged in record groups. Records are generally arranged according to the office of origin or according to the agency which was last responsible for the activities documented in the records. Thus, correspondence files, lease applications, geologists' reports, etc. which were kept by the Mines Department are filed in a record group specific to that department.

Each record group is designated by an Archive Note (AN) number. AN 350, for example, indicates records of the Mines Department; AN 170 for records of the Shire of York, etc. A complete list of Government departments and agencies with their corresponding AN numbers is to be found in the Agency Index for Government Archives.

When a group of records was transferred to the then State Archives, it was given an Accession Number. The records were listed and briefly described on an Inventory Sheet, these sheets were then filed in binders under their respective AN numbers.

For example: inventories of General School Files, 1892-1954 (Acc No 1629) and Kindergarten Association Correspondence Files, 1943-1976 (Acc. No. 2476) will be found in AN 45 (Education Department).

Over the years the SRO has converted almost all archive listings from the Archive Notes into the Series Registration System and such archives are searchable through the SRO's online catalogue.

Using the Archive Note System

The following steps should be taken when attempting to locate State archives listed within the Archive Note files.

• Determine the department or agency which may have been responsible for records relevant to your research.
• Use the Agency Index for Government Archives to determine if the State Records Office holds records for the required department or agency.
• Note the AN number found in the Index and consult the plastic binder in the Search Room which contains the relevant AN listings.
• Scan through the various listings located under the relevant AN number to determine which records will be of relevance and then complete a call slip to retrieve the item for viewing.

Call Slips

Having identified a particular item in the AN listings note the Accession Number of the record (this number is usually found on the top right of the inventory sheet) and the item (i.e. volume or file) number of the record.

Complete a separate call slip for each item. On the call slips, please note the Accession number, the volume or file number, and the AN number. Also include the name of the department and the title of the item you wish to consult. Enquiry Desk staff will be happy to help if you require assistance in completing a call slip.

Microform Records

In cases where the inventory sheet identifies a particular item or Accession number as being available on microfilm or microfiche it will not be necessary to complete a call slip. Clients can access microform records at any time during SRO opening hours without the need to complete a call slip.

The types of microform records available include both 16mm and 35mm microfilm, microfiche and aperture cards. These items are stored in cabinets within the State Records Office Microform Area, adjacent to the Enquiry Desk. Some items are also availbale in digital form via the SRO's catalogue.

Further information on microform records is available.

Restricted Records

Access is restricted to some records held by the State Records Office. Such records are identified on the inventory sheets. The Archivist on duty at the Enquiry Desk can explain conditions which may apply to restricted records or information on restricted access is available online.

Further Information

The State Records Office has produced a number of information sheets to assist clients in accessing the collection.

Starting Your Research information sheet which outlines use of the Series Registration System and Archive Notes finding aids.

Requesting Archives information sheet which provides details on how to retrieve items located using the finding aids.

For records received by the State Records Office after 1 March 1988, see the Series Registration System (SRS) - A User's Guide.

A new system of arrangement and control for State archives was introduced on 1 March 1988. The new system, called the Series Registration System (SRS), runs in parallel with the old Archive Notes (AN) system although a project is currently underway to convert all archives listings in the Archive Notes to the Series Registration System.

The Series Registration System is based on a similar system developed by the National Archives of Australia in the late 1970s, which is now used by a number of archival institutions throughout Australia. The major advantage of the system is that it attempts to fully document Government agencies and the records series they create.

Definitions

As its name implies, the SRS is based on a method of describing or registering Government Agencies and records Series.

An Agency is an organisation which creates and/or manages its own records. In the case of large organisations, subordinate parts such as departments or sections may be regarded as separate agencies when they deal directly with the State Records Office regarding retention and disposal of their records.

e.g. The Education Department constitutes a separate agency. The Western Australian Post Secondary Education Commission, which was subordinate to the Education Department but which deals directly with the Sttae Records Office, also constitutes a separate agency.

A Series is a collective name for a group of records which have the same origin:

1. are part of a discernible filing system
2. have been kept together because they result from the same activity
3. are of similar formats and relate to a particular function

e.g. Minutes, registered correspondence, reports, etc. Each constitutes a separate records series.

A Consignment list is the listing and receipt of records transferred to the State Records Office on a specific date. A separate consignment list is used for each records series being transferred on that date.

State Archives Transferred prior to 1 March 1988

State archives transferred prior to 1 March 1988 are arranged in Archive Notes (ANs) according to agencies. Most of these record listings have now been converted into the Series Registration System and are searchable through our online database. Remaining AN listings will be added on an ongoing basis.

The Archives Notes (ANs) - A User Guide page provides further information on how to use the Archive Note system.

Changes from the Former System

There are some major differences which affect the approach needed to use this system of arrangement for State archives.

1. Agencies and series are described as separate elements, rather than having series described within related groups (old AN system). Often one series has been controlled by more than one Agency, and has had archives transferred by more than one agency. This can now be documented consistently.
2. Defunct and predecessor agencies are described in their own right. Even if no records of a defunct agency are known to be extant, the agency itself can be, and often is, documented.

Ordering records 

Items identified online can be ordered for viewing in the State Records Office through the request item button.  

For items which are still only listed in the AN records, note the consignment (accession) number of the record and the item (i.e. volume or file) number of the record. Complete a separate call slip for each item required. On the call slips, please note the Consignment number and the item number. Enquiry Desk staff will be happy to help if you require assistance in completing a call slip. Requests to view State archives can be made by telephone by contacting Enquiry Desk staff on (08) 9427 3600.

Further information on the procedure for retrieving records can be found on our page on retrievals.

Microform Records

In cases where State archives are available on microfilm or microfiche it will not be necessary to complete a call slip. Clients can access microform records at any time during State Records Office opening hours without the need to complete a call slip.

The types of microform records available include both 16mm and 35mm microfilm, microfiche and aperture cards. These items are stored in cabinets within the State Records Office Microform Area, adjacent to the Enquiry Desk.

Information on microform records can be found on our Microform Records page.

Restricted Records

Access is restricted to some records held by the State Records Office. Such records are identified in the catalogue. Enquiry Desk staff can explain conditions which may apply to restricted records.

Further information can be found on our restricted records page.

In addition to the two main systems of arrangement employed to order the collection as a whole, the State Records Office holds a number of specialised finding aids and indexes. Through the use of these specialised indexes it is possible to identify specific information relating to an individual or topic that might not otherwise be obvious through using the main file listings.

Staff at the Search Room Enquiry Desk can advise on the use of these specialised finding aids and indexes, which have been created to assist clients to more easily locate the information which they require.

The following list contains references to some of the most significant specialised indexes and finding aids available in the State Records Office Search Room.

• Old State Archives Card Index
  The original card index of the State Archives is still available for use in the State Records Office Search Room. Although this subject based catalogue has been largely incorporated into the Archive Note and Series Registration Systems, it remains a useful tool for locating some of the earliest archival material contained within the collection. The majority of card entries refer to the relevant Archive Note for listings of items held.

• Colonial Secretary's Office (CSO) Indexes
  These important indexes provide access to the inward and outward correspondence of the Colonial Secretary's Office spanning the period 1828-1973. Most of the original bound volumes are available for use in the Search Room, with microfiche copies of all registers and indexes also available from the Microforms Area.

For more information on the CSO indexes see the Guide Sheets or for general information on the CSO please see the SRO webpage dedicated to CSO records.

• Colonial Secretary's Office (CSO) Card Index
  This alphabetical card index contains references to inward and outward correspondence (1828-1832), arranged by name of writer or official position of writer. Also indexed are references taken from the Swan River Papers and the Exploration Diaries (1827-1871), as well as articles from the Journal of the Western Australia Historical Society (1927-1945) and other publications.
• Catalogue of Cancelled Public Plans of WA
  Also known as the "Mali Index" in honour of its creator Andre Mali. Cancelled Public Plans were in essence the working plans of the Lands & Surveys Department, containing continuously updated information on location divisions, leases, crown grants, reserves and other such land information. Volume 1 details a number of Cancelled Public Plan series for pastoral areas from throughout the State for the period 1865-1987, while Volume 2 contains an alphabetical listing of cancelled maps of townsites. The catalogue does not include exploration plans or original plans of townsites.
• Chief Protector of Aborigines Files 1898-1908 Index
  A comprehensive listing of all the names of Aboriginal persons mentioned within the Chief Protector of Aborigines Files. References to the names and designations of settlers and officials who were directly connected to the events detailed within the files have also been listed, as have references to persons from non-English speaking nationalities.
• Dead Names Index [microfiche]
  Created by the Lands & Surveys Department this valuable alphabetical index contains card entries for land owners of pastoral leases. Cards are arranged alphabetically by the surname of the owner and each card gives the owners name and details of all leases held, including relevant correspondence numbers.
• Indexes to Land Records 1829-1933
  This guide has been compiled by State Records Office staff and contains references to the majority of land related records transferred to the State Records Office from the Department of Land Administration (and its predecessor agencies), including maps, lease records, surveyors field books and departmental correspondence. The guide includes a subject guide to all land records and an alphabetical index to towns, districts and agricultural areas.
• Lands Card Index
  An alphabetical index arranged by name of writer or official position of writer containing references to Survey Office and Lands & Surveys Department inwards and outwards correspondence for the period 1829-1880. Includes both correspondence received from officials such as surveyors, assistant surveyors and Resident Magistrates, as well as correspondence sent from the Department to the Colonial Secretary.
• Microforms Register
  The Microforms Register is a helpful tool created by the State Records Office for determining whether specific consignments of records are available for use in microform. The register is arranged sequentially by Accession/Consignment number and provides information such as format type, approximate date range, item numbers included on microform, and name of agency and description of records, where identified.
• Passenger Indexes [microfiche]
  To assist in accessing information from the Inward and Outward Passenger Lists housed within the State Records Office, a number of indexes to passenger names have been created; details of which can be found on our Passenger Lists And Immigration Recordspage.
• Probate (Wills) and Administration Indexes [microfiche]
  The SRO holds two indexes to wills and letters of administration, which are on microfiche in the State Records Office Microforms Area. The first index (Cons 3435) covers the period 1832-1939, while the second index (Cons 5269) covers the period 1900-1993. These indexes provide the will or letter of administration number, name of executor or administrator and date of death. More information on accessing probate and administration records can be found on our Grants of Probate (Wills) and Letters of Administration information sheet.
• Railway Plans Card Index
  This alphabetical card index is arranged by locality and contains references to the majority of Western Australian Government Railways maps and plans held by the State Records Office. Most references are for Progress Plans relating to specific stations, sidings, bridges or sections of track, drawn from a number of different consignments.
• Schools Card Index
  The index is ordered alphabetically by the name of the school with each card listing the types of records held for a particular school, the date range of those records and the consignment and item numbers required for their retrieval. The types of records indexed include buildings and works files, admission books, and journals.
• Ships Index (All Ports), 1829-1890 [microfiche]
  Contains references to the arrivals of ships to WA for the period 1828-1890 (mainly at Fremantle and Albany). Information supplied includes; whether there is a passenger list or not (and in which records this information can be found), port of arrival, port of departure, date of arrival and date of departure.
• WAGR Staff Index [microfiche]
  This microfiche index, compiled by Mrs R. Downing, lists railway employees noted in various Western Australian Government Railways Employment Registers for the period 1879-1905. Provides the name of the employee, date first employed, age or birthdate, where located and date records goes to.

There are numerous other finding aids available, many of which are mentioned in the more detailed Collection Guides.

In addition to these indexes, there are also a number of published finding aids and guides which can help clients to better navigate the collections of the State Records Office. Some examples of published guides include:

• Dead Reckoning: How to Find Your Way Through the Genealogical Jungle of Western Australia / compiled by Steve Howell (1997).
  Contains a comprehensive listing of resources available in the State Records Office and Battye Library relevant to those undertaking family history research.
• Aboriginal Names of the Murchison District c. 1848-1890 / complied by Neville Green, (1997).
• Aboriginal Names of the Pilbara, c1870-1890, the Gascoyne, c1880 - 1890, the Kimberley, c1880-1890 / compiled by Neville Green, (1993).
• Aboriginal Names of the South West, c. 1841-1890 / compiled by Neville Green, (1993).
• Archival Files Index for Western Australian Missions / compiled by Jennie Carter, (1988).
• Bicentennial Dictionary of Western Australians pre-1829-1888 / compiled by Rica Erickson, (1988).
• Convicts in Western Australia, 1850-1887 / Rica Erickson and Gillian O'Mara, (1994).
• Convict Records of Western Australia : A Research Guide / by Gillian O'Mara, Friends of Battye Library Occasional Paper No 1, (1990).
• Order in the Court: A Guide to the Records of the Supreme Court of Western Australia / State Archives of Western Australia, (1990).
• Policing Our State: A History of Police Stations and Police Officers in Western Australia, 1829-1945 / by A.R. Don Pashley, (2000).
• Warders and Gaolers: A Dictionary of Western Australian Prison Officers, 1829-1879 / compiled by David J. Barker, (2000).

Copies of these publications are available for use from the Reference Shelf in the State Records Office Search Room.