State Records Office - Freedom of Information (FOI)

Apply for the right to access documents held by the State Records Office and the State Records Commission (the Commission).

The Freedom of Information Act 1992 (FOI Act), provides for public access to documents held by government agencies, including the State Records Office and the Commission, subject to some limitations.

Members of the public can also apply to have personal information about themselves contained in State Records Office and the Commission documents amended, if the information is inaccurate, incomplete, out of date or misleading.

The State Records Office is the administrative arm of the Commission and manages the Commission’s records.  The State Records Office is regarded as being a part of the Department of Local Government, Sport and Cultural Industries (the Department) for the purposes of the FOI Act.  All applications requesting access to documents held by the State Records Office and the Commission are processed by the Department.  The Department is also responsible for making decisions about the release of documents.

The public can access a variety of documents outside the FOI Act on the State Records Office website.  

Information about the structure and functions of the State Records Office and the Commission is available through this website.

How to apply

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You can request access to documents one of the following ways:

 FOI Coordinator
 Department of Local Government, Sport and Cultural Industries
 PO Box 8349
 Perth Business Centre WA  6849

When you submit your application, you must provide as much information as possible and clearly describe the documents you would like to access, including any additional information relevant to your request, such as information relating to a specific incident, subject matter and date ranges. Your application must also include an address in Australia for the Department to send you notices under the FOI Act.

If you are applying for access to documents containing personal information that is just about you, your application must be accompanied by a copy of a primary identification document, such as a driver’s licence or passport.

If you are requesting access to information that is not just about you, such as information that relates to the State Records Office or the Commission functions and services or personal information about other people, please indicate that you are requesting access to non-personal information in your application.

If you need help lodging an application you can contact the FOI Coordinator at the Department of Local Government, Sport and Cultural Industries by telephone on +61 8 9492 9878 or by email at foi@dlgsc.wa.gov.au

What you can expect

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After you lodge an application and payment of the relevant fee and charges is made, the Department of Local Government, Sport and Cultural Industries will process your application as soon as possible but within 45 calendar days. However, if your application requests access to a significant number of documents or requires consultation with a large number of third parties an extension of time may be necessary.

After the Department processes your application, it will issue you with a notice of decision. The notice will explain the decision in relation to your application and, if the decision is to refuse access to documents in part or in full, why this information cannot be released.

Access may be refused to certain types of information, including information that would reveal personal information about other people or information that would reveal details about a person’s commercial or business affairs or information.

If you disagree with a decision, you can seek a review of that decision under the FOI Act. The Department will provide you with details on how to lodge an application for review in its notice of decision.

How much will it cost

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There is no fee for requesting access to documents containing personal information about you.

If your application requests access to non-personal information, that is, a document that contains personal information about a third party (other than you), or documents relating to the State Records Office or the Commission functions and services, you are required to pay a $30 application fee. Payment is required at the time of lodging the application.

For information about how payment of the application fee can be made, please visit the Department of Local Government, Sport and Cultural Industries website.

In some circumstances you may be required to pay additional charges to cover the costs associated with processing your application. These charges will be for administrative tasks such as photocopying, collation of documents, editing, postage etc. If charges are applicable you will be notified and provided with an estimate

Document availability

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When completing your application, this section will help you identify whether or not the information that you are applying for is publicly available.

Publications available at no cost through this website, or on request, include, but are not limited to:

  • Access to Memory (Atom) Archival Collection Catalogue
  • Collection Guides
  • Collection Indexes
  • Published Disposal Authorities
  • Records Management Advice
  • Records Management Guidelines and Publications
  • State Records Commission Annual Reports
  • State Records Commission Policy and Standards
  • State Records Commission minutes

The State Records Office holds a small collection of published printed materials for reference purposes.  Access to these materials is available to the public by arrangement, and free of charge, via physical inspection at the co-located State Records Office and State Library of WA Search Room.

The State Archives Collection, as defined by section 35 of the State Records Act 2000 (the Act), is outlined in the ‘Research using state Archives’ page of this website and access to the Collection is in accordance with the Act.

Corporate Information, used for business activity, retained in hard copy and digital format includes:

  • Administration Files
  • Archival Services Advice and Preservation Files
  • Client Databases
  • Government Loans Management Files 
  • Government Training Files
  • Online Retention and Disposal Application Database
  • Recordkeeping Planning Files
  • State Recordkeeping Appraisal and Advice files
  • State Records Commission Records

Access to these documents can be applied for under the Freedom of Information Act 1992

Page reviewed 3 August 2021