V. Government Loans Service
The Public Records Act allows for the temporary loan of records back to the government department or agency that transferred them to Archives New Zealand. Government organisations and agencies are required to comply with the following conditions and procedures to ensure that public records remain an important asset for both the government and the general community. For further information, please refer to the
Government Loans Service National Policy
(138 kb)
Registration
Only designated staff who are registered contacts may make requests for loans. These staff are responsible for organising the collection and safe return of loans. The Government Loans Service client registration forms Government Loans Client Registration Form (29 kb) can be posted or faxed to the appropriate office.
How to request loans
Archives are available on loan to their creating agency, or to its successor. Requests can be made by fax, e-mail or post.
Full archival references are required, including:
- 1. File number and part/volume number;
- 2. File title;
- 3. Opening and closing date for each part/volume; and
- 4. Date the file was transferred to Archives New Zealand, and the accession number.
Delays are likely if incomplete or incorrect information is provided. A research charge of $25 per half hour may apply in such cases.
Registered Government Loans clients may request items using the following request form: Government Loans Request Form (13 kb)
Service Options
Archives New Zealand offers a free standard service and other levels of service for a fee. Please note that the Express Service is not available at the Auckland Regional Office. The availability of all services is subject to demand and resources.
| Standard (2 days turnaround for up to 10 items) | No fee |
| Urgent (1 day) | $25 per item |
| Express (within 24 hours) | $40 per item |
| Research | $25 per half hour |
Clients also have the option of visiting Archives New Zealand and requesting items free-of-charge for use in the reading room.
The Wellington Government Loans team can be contacted by phone (04) 499-5595 ext. 363, fax (04) 495-6220, or e-mail Government Loans.
For loans from Regional Offices, please contact the appropriate office.
Loan Period
The normal maximum period of a loan is three months. Long-term loans must be arranged in advance with Archives New Zealand. Archives that are on loan for more than six months may be recalled to Archives New Zealand for inspection. The borrowing agency is responsible for courier transit costs. When an agency fails to return an archive on time without arranging an extension to their loan, an overdue fee of $25 per item may apply.
Care & Handling of Archives
As they are intended for permanent preservation, public archives must be handled with all possible care. Papers are not to be removed from or added to an archive. Any further papers that are created are new records and need to be managed within the agency's current recordkeeping system(s). Public archives should not be loaned to third parties. The registered Government Loans client remains responsible for the safekeeping of any archive borrowed.
Failure to return an archive, or mutilation or alteration of a public record is a serious matter. This may result in the suspension of loan services.
Fragile items and those subject to high usage must be consulted at Archives New Zealand.