Council of Australasian
Archives and Records Authorities  

Archival Statistics 2002

Conducted by Public Record Office Victoria on behalf of the Council of Federal, State and Territory Archives.

The statistics for 2002 cover the 9 COFSTA member institutions. In addition to the table of results, there is report which contains background information on the survey and a comparison of results over time. 

Notes

1. Includes for the first time State archives under State Records' control in regional repositories.
2. As reported in COFSTA return for 2000/01
3. It is not possible to quantity the number of items in the Archives collection. The statistics for the number of items at the start and end of the reporting period, and those received and disposed of during the reporting period are estimates only.
4. Based on 158 items per metre, excludes separately numbered items (maps, plans and documents).
5. An estimate of the quantity of files per unit format was prepared in January 2002. The result is an estimated 203 items being stored per linear shelf metre (LSM). Thus 57,739 LSM = 11,721,000 items stored.
6. Number of accessions registered in the "Transfers DataEase Database"
7. This figure was derived from ArchivesOne (archival control system) and represents storage (H300xW900xD400). The holding figure was adjusted from linear to standard shelf metre when ArchiveOne was introduced and with PROV's move to VAb.
8. The SROWA conducted a comprehensive survey of its storage capacity and holdings. The new figure (14,600m) includes holdings of Maps/Plans and materials in over-size archives boxes, which had not been taken into account in previous questionnaires.
9. Figure represents total holdings x 203
10. The lower figure for consignments and series is due in part to A&D work that involved the merging of series registrations that has occurred during the reporting period. It is also difficult to calculate the proportion of archival records included in finding - aids for the reporting period. Information about archival holdings at QSA is given through the ArchivesSearch web site. All approved series, consignments and items are available.
11. Figures are for new system (State Records Control System) only. Majority of collection still controlled by old system.
12. In the past we have made the calculations on the numbers of entities such as functions, groups, agencies and series from the last entity registration number used in the previous financial year to the last in the following financial year. These are the figures (more or less) at the start of the reporting period.
    With the introduction of new archival control technology (commissioned 29 April 2002), it is now fairly easy to get the figures for the actual numbers of entities from the database. This would explain the over all low amount of growth in the total numbers of entities as the method of calculation has changed.
    There has been an associated examination of the quality of the database. Because of this we have re-examinied and rationalised certain entities. Wherever possible we have deleted entities that had been proposed for registration but not proceeded with or which in the light of current research we no longer considered to have sufficient status for remain registered. We are now able to report on the actual number of entities current on the database not the number of total registrations, whether proposed, cancelled or still registered. 
13. Only includes visitors using original material. 
14. Number of reading rooms, telephone, email, written, and film enquiries.
15. Statistics from monthly Web Trends report which defines total hits as - Number of hits that had a "success" status code and unique visits as - Individuals who visited your site during the report period. If someone visits more than once, they are counted only the first time they visit. 
16. Stats for the website estimated in respect of statistics taken in October 2002, after a period during which they were not captured.
17. Requests for files form the web server. As one page on a web server may be made up of several graphic elements, each element downloaded constitutes a "hit".
18. Visits - visitors are recognised by their IP addresses, cookies, or domain.
19. While the answer for each  is 'yes', this is a very limited way - as examples only rather than the availability of any collection database online
20. This information is not currently available but he intention is to begin posting this information in 2003, with Creator and Series information complete by 2006 and a substantial proportion of Item information also available by this time.
21. State Records does not differentiate between agency and research use.
22. This represents the number of contacts registered for the Department's Government Loans Service. Contacts are usually records managers and officers requesting records on behalf of others in their agency. There is no way of knowing at present the actual number of government employees using archival records but it would be significantly higher than the number of contacts.
23. Includes all climate controlled areas (which also house long term records)
24. These are the number of positions funded form the consolidated fund. The figure of 100.6 quoted in the last statistical return included staff involved in temporary, semi active/inactive records storage services.
25. Net deficit as a result of revaluation of two buildings using replacements cost in accordance with the introduction of a new financial reporting standard part way through the year.

* Archives New Zealand is currently updating its documentation and finding aids systems and moving to a fully automated platform. When this is complete in 2003, we will have the data needed to answer these questions.

Contact the Executive Officer of CAARA on 03 9348 5673 or diane.brodie@prov.vic.gov.au

Last modified: July 22, 2008