Te kawe i tō whakawhitinga ki Te Rua Mahara o Aotearoa 

Transporting physical transfers to us

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On this page, you’ll find information to help with the safe, well-packaged transport of your organisation’s information and records to us.

Contact us early

Please contact us in the early stages of your transfer process prior to listing and packaging.

Your organisation is responsible for arranging and coordinating the safe transport of your information and records to our offices.

Remember, we’ll only accept information and records that are:

• authorised for transfer by the Chief Archivist, and

• approved by the administrative head of your organisation.

To ensure safe delivery, you must:

• advise us at least 2 weeks prior to the physical transfer date so we have staff available that day

• arrange boxes in sequential box order where appropriate

• contact your assigned transfer archivist on the day to confirm the estimated time of arrival.

Boxes need to be handled and transported with care to protect the information and records. Both you and your transport company must ensure that:

• London boxes are stacked no more than 3 boxes high

• flat file boxes are stacked no more than 6 boxes high

• boxes on pallets are securely shrink-wrapped with no overlaps — do not stack pallets on top of pallets

• packaged information and records are protected from the weather at all times

• other freight items are not stowed on top of the transferred information and records.

Ensure secure conditions

You and your transport company need to ensure secure conditions are maintained at all times. To do this:

• closely supervise loading — especially if it takes place in an area with potential public access

• transport the boxes directly from your organisation to one of our offices in a single journey

• do not leave boxes unattended at dock ways.

Make sure your courier handles information and records appropriately

You must ensure your transport company handles information and records appropriately.

We will advise you of any inappropriate handling. You’ll also be charged for preservation treatment, repairs or box replacements if information and records are damaged during transfer.

Please contact the relevant location for advice on any specialist requirements.

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