Updating or Proposing a New Entry
Use our online form to submit a new entry or update an existing entry.
UPDATE OR SUBMIT A NEW ENTRY
Things to Know Before Submitting
You can save the form and return to it later, but you will need to create a free JotForm account to do so. Once the form is submitted, you will not be able to edit it.
Formatting note: The Directory of Archives displays entries in plain text only. While these form fields are designed for plain text, please note that submissions are lightly edited for consistency before being manually added to the Directory. Complex formatting is not supported.
If you have any issues completing the form or have questions about the Directory, please contact us.
Below is a list of the information you’ll be asked to provide, to help you prepare before starting your submission.
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The Identifier number of your institution (You can find your identifier number at the top of your listing in the Directory of Archives)
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You only need to complete the fields that require updates and/or amendments - otherwise leave them blank.
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If you wish to remove all text from a non-required field, type ‘Delete all’.
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There is an Additional Comments/Notes field at the end of the form that can be used field to clarify or explain any changes you've made.
Institution Details
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Name (including any parallel forms of name or alternate names)
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Type of institution
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Contact details (phone, email, website etc)
Location and Contact
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Physical location
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Postal address
Description
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The name and contact details for your institution (required)
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A brief history of your institution
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Mandates/Sources of authority
Any publicly available document which provides the source of authority for your institution outlining powers, functions or responsibilities (eg an act, directive or charter), you could enter it here.
Example: (Entry for State Records Office of Western Australia, Perth) State Records Act 2000 (WA)
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Administrative Structure
Brief information about the current administrative structure of the institution with archival holdings. This is particularly useful, for example, where the public need to be aware for accessing records that: the institution has more than one office; or the administration of the institution is complex
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Records management and collecting policies
Information about the institution’s records management and collecting policies. Outline the scope and nature of material the institution collects, indicating whether the repository seeks to acquire material by donation etc
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Archival and Other Holdings (required)
Enter a short description of the holdings to provide a brief overview of the type of material held, quantity and thematic coverage to assist users identify potentially relevant institutions.
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Finding aids, guides and publications
A general overview of the finding aids and guides, for example: online catalogues or webpages which list finding aids and guides (please include links); title and publication details of major finding aids and guides, etc.
Access Area
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Opening times or public access or enquiry response hours
Include the days and times for when the public can visit to consult records and (if applicable) any museum or reading room hours and/or the days and times when enquiries are accepted or responded to.
If your opening hours are complex, vary frequently, or are published online, you may provide a link to the relevant webpage instead.
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Conditions and requirements for access and use
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Describe access policies, including any restrictions and/or regulations for the use of materials and facilities. Note information about any requirements for appointments, readers’ tickets, letters of introduction, admission fees etc.
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Accessibility
Provide any urls for travel or accessibility information
Services Area
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Research services (required)
Brief information about onsite services and about research services undertaken by the institution, and any fees, if applicable. For example: Reference advice is available in the reading room. Users can inspect original paper records and microforms, apply for a reader's card, use finding aids, databases, computers, apply for access to records and request a copy quotes free of charge. Reference enquiries can be forwarded by using the online enquiry form
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Reproduction services
Brief information about services (photocopies, photographs, digitised copies). Specify general conditions and restrictions to the services, including fees and publication rules. As fees can change, include a link to web pages rather than including specific fees or other information subject to change in this field.
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Public Areas
Any web links about public visitor facilities at your institution? For example, exhibitions, internet access, cafes, or shops.
Access Points
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Thematic Area (multiple choice - required)
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Institutions Logo - Recommended dimensions are 270x270px (256K max).
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Additional Comments/Notes
Include any additional details you'd like us to know. If you're updating an existing institution, you can use this field to clarify or explain any changes you've made.