Te matawai tuku taurewa Kāwanatanga
Government loans overview
This service is for the temporary return of public archives. Archives may be loaned to the controlling organisation. This is usually the office that created the archive or its successors.
Regulated organisations must follow the following conditions and procedures. This is to make sure of the safety and preservation of archives 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.
-
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 archives 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 archives you wish you borrow. Delays will occur if incomplete or incorrect information is provided.
Only 10 archives may be processed per week free of charge.
-
Charges
Your organisation may request up to 10 archives 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 archive 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.
-
Collection and returns
The client handles the organisation of secure collection and return of loaned archives. Couriers or clients must sign upon collection. Archives must be returned in the secure packaging provided.
Collection and return methods:
In person collection from an Archives branch
Signature required, secure courier.
See our contact details for reception opening hours for government loans collections and returns.
-
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 an archive 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 an archive on time and without an existing extension arrangement overdue fees will be charged. To view these costs see our charges section above.
-
Care and handling
Public archives 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 archive. You will be responsible for any costs involved with the repair of the archive that has been damaged while on loan.
-
Breaches of loan conditions
Public archives can not be loaned to third parties. The registered client remains responsible for the safekeeping of any loaned archives.
Failing to return an archive is a serious matter, as is damage, loss or alteration of an archive. A client that breaches the loan conditions will have their access to the service reduced or suspended.
