4.0 Registration Policy

All material offered to AIATSIS is registered before being assessed for suitability for inclusion in the collection (see section 5.0 of this manual). Audiovisual material, artworks and artefacts offered to AIATSIS by donation, deposit, bequest or deed of grant, are registered upon arrival and given a registration number before being assessed.

An Offer of Audiovisual Material – Registration Form will be completed for audiovisual material and a letter of receipt sent to the depositor, advising them that their material is being assessed.

Depositors will be advised if their material has been accepted into the permanent collection and the following forms will be provided:

Authority to Dispose of Audiovisual Materials; and
Transfer of Materials Agreement; or
Deposit of Materials Agreement; or
AIATSIS Grantee Research Materials and Results Form

Materials which are not accepted into the collection will be returned to the depositor.

Registration is not considered complete until all the necessary forms have been completed or the material has been returned to the depositor. AIATSIS may decide to overturn an acquisition decision at any stage of the registration process. Such a decision may result from excessively restrictive terms of deposit or non-completion of forms by depositors.

Registered materials which are deemed suitable and for which all forms have been completed, are accessioned into the collection.

Materials purchased by AIATSIS are also registered prior to accessioning. However, only materials meeting the criteria specified in Section 5.0 will be purchased.

Information on the registration of artwork and artefacts is available on request from the Curator, Works of Art and Artefacts.

4.1 Storage and preservation of registered materials

When new materials are registered, their condition is assessed and they are repackaged into archivally stable containers or sleeves. They are stored either in the Registration Bay of a climate-controlled vault or in a quarantined area. Materials which present a potential risk to other collection items, such as those harbouring mould spores or insects, or film infected with vinegar syndrome, are stored in the Quarantine Room or Vinegar Store.

When materials are accessioned into the collection, they are relocated into a suitable permanent location within a climate-controlled vault. Materials held in the Quarantine Room are treated before being relocated.

4.2 Assessment of registered materials

Registered materials are assessed by Collections Management Staff according to criteria specified in Section 5.0. A written appraisal is provided to the Director, Audiovisual Archive, who decides whether material will be accepted or rejected. Some deposits are accepted in part. A letter is sent to the depositor, advising them of the outcome. Any materials not accepted are returned to the depositor with a letter of explanation.

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