While stored in the Records Centre, the records remain the property of the originating department. Only Records Liaison Officers (RLOs) from the department which deposited the file can withdraw it. Any other user from any department needs their permission. If you are not an RLO and need to borrow a record then you should go via your RLO if possible or contact us to discuss (for example, if there is no RLO or they cannot accommodate your request).
How do I request retrieval of records?
If you are a Records Liaison Officer (RLO), the method to do this is in your database instructions.
If you are not a Records Liaison Officer (RLO), please contact the RLO responsible for your work area and provide the following details:
• Department reference number (if you have one)
• Location number (consult your transfer list on the database)
• Title of file
• Relevant dates (as appropriate)
Please note that the location number is the primary means for us to retrieve your records. If you are unable to provide a location number, retrieval of your records may be delayed. Your RLO will use the database to send the request for the records to us and we will contact you. If you do not know who your RLO is, please use TULIP to find this information. If there is no RLO for your department then please contact us.
What happens next?
Once your request has been processed, we will arrange with you the best method for access. You may collect records, view them in person, or we can arrange delivery (which will take additional time). Once records have left the Records Centre, they become the responsibility of the department requesting them.
Files should be returned to the Records Centre as soon as possible. A recall reminder will be issued by the database once a file has been out of the Records Centre for one month. If you require the file(s) for longer, please respond to the automated email to let us know how long you wish to keep it for and we will extend the issue for you.
Withdrawing files permanently
You can withdraw files from the Records Centre permanently at any time. In this situation, they will be removed from our records. You may choose to store them again in the Records Centre at a future point in time, in another consignment.