Government loans overview
This service is for the temporary return of public records. Records may be loaned to the controlling organisation. This is usually the office that created the record or its successors.
Regulated organisations must follow the following conditions and procedures. This is to make sure of the safety and preservation of records while in their care.
For more information, on these procedures please read the Government Loans Service National Policy and the Government Loans Procedures for Clients.
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Registration and requests
Only registered staff members may make a request for a loan. The registration process requires authorisation from the administrative head of your organisation. You can register for this service using our Registration Form.
Once registered you can only request a loan for records that were created by your organisation. To make a request please fill out the Request Form.
Client details and archival references are needed for any records you wish you borrow. Delays will occur if incomplete or incorrect information is provided.
Only 10 records may be processed per week free of charge.
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Charges
Your organisation may request up to 10 records free of charge each week.
Item Cost Urgent loans $62 per item Standard loans $62 per item beyond free weekly quota Sighting files in agencies for loan extensions $62 per half hour Research $25 per half hour Overdue items 1 to 4 weeks overdue - $50 per item. Over 4 weeks overdue - $100 per item. Lost items $2000 per item You may also visit one of our reading rooms and view the record in person free of charge. For location see our contact us page.
You can view the full list of charges on our fees and charges page.
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Collection and returns
The client handles the organisation of secure collection and return of loaned records. Couriers or clients must sign upon collection. Records must be returned in the secure packaging provided.
Collection and return methods:
In person collection from an Archives branch
Signature required, secure courier
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Loan periods and overdue loans
Our standard loan period is three months. This may be extended if needed but must be arranged on a case by case basis. Please contact us if you wish to extend your loan.
Once a record has been on loan for more than 6 months it needs to be inspected. This is to ensure that its condition is acceptable, and that it hasn’t been damaged. It is the client’s responsibility to cover transit costs.
If you fail to return a record on time and without an existing extension arrangement overdue fees will be charged. To view these costs see our charges section above.
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Care and handling
Public records must be handled with care. This is so that they remain in good condition for current and future users. Nothing may be removed from or added to an record. You will be responsible for any costs involved with the repair of the record that has been damaged while on loan.
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Breaches of loan conditions
Public records can not be loaned to third parties. The registered client remains responsible for the safekeeping of any loaned records.
Failing to return a record is a serious matter, as is damage, loss or alteration of record. A client that breaches the loan conditions will have their access to the service reduced or suspended.
The government loans policy specifies when public sector organisations can and can’t borrow records they’ve transferred to Archives
The government loans procedures detail what happens when public sector organisations need to borrow records they’ve transferred to Archives NZ
Last updated on 30 April 2021