The National Archives collects records of governors-general, prime ministers, ministers, secretaries and others who have been in prominent positions in the Commonwealth. These records complement those created by government departments and may include official records as well as personal records created whilst in official positions.

The Archives usually deals directly with the Minister or with ministerial offices in order to acquire these records, particularly when there is a change of government or Cabinet reshuffle. However, sometimes when a minister leaves office, he or she will return records to their department for safekeeping.

In the past, when systems for managing records were paper-based, it was common for senior public servants such as secretaries, ambassadors and agency heads to collect and retain their own sets of records. The contents were often duplicated in the official departmental records. Where there is strong evidence that this is not the case, the Archives may acquire a collection to ensure that unique and important material that is not included in the departmental records management system is retained by the Australian Government.

The records of current senior public servants should now be incorporated into departmental recordkeeping systems and are covered by the Administrative Functions Disposal Authority and the agency’s own records disposal authority.

Staff of Australian Government agencies may find records of ministers or senior staff in their custody after elections, retirements, or when moving offices. For further advice on how such records should be treated, please contact the Agency Service Centre.