Digital transfer planning
Learn more about how we’ll work with you to plan a transfer of digital records.
Transferring digital records to us can be unique, complex and take place over extended periods of time. Planning ahead using the guidance and tools on this page will help the digital transfer process runs as smoothly as possible.
Agree on roles and responsibilities
We’ll collaborate with your public sector organisation to agree on roles and responsibilities when planning a transfer of digital records and their metadata to the Government Digital Archive and the legal custody of the Chief Archivist.
Useful links
Complete a digital transfer management plan agreement
A digital transfer management plan agreement — similar to that used for physical transfers — will be discussed and agreed to during the transfer initiation and preparation stages. Its purpose is to ensure both parties (your organisation and us):
have a common understanding of key aspects of the process
are informed of factors which might affect the transfer at any stage.
This agreement is intended to:
guide the preparation and transfer of the test extract
guide the formal transfer of the full extract of all eligible digital records and their accompanying metadata, and
facilitate communication.
Useful links
Prepare documentation
Once we’ve both agreed to proceed with a full transfer to the custody of the Chief Archivist, we’ll initiate formal transfer planning and preparation. This includes completion of:
a Transfer agreement form
an Access authority form (if required).
Useful links
Sign a Transfer agreement
We’ll prepare a Transfer agreement, which you’ll need to sign before the digital records and their metadata are formally accepted into the custody of the Chief Archivist.
Complete an Access authority if required
All digital records 25 years or older must be classified as either 'open' or 'restricted' access, regardless of where they’re held. If eligible digital records are transferred to us before the 25-year limit (which we strongly recommend), their access status must be determined as part of the formal transfer requirements.
If any of the digital records and/or their accompanying metadata in the proposed transfer is classified as 'restricted' access, you’ll need to complete and sign an Access authority form before the records are formally accepted into the custody of the Chief Archivist.