The series operates as centralised filing system for all records relating specifically to the Gallery's Primary Collection of portraits on long-term loan to the Gallery.
Following the initial acquisition process, all other records created, generated or received by the Gallery concerning the portrait/s are filed into the relevant Registered Packet. The Registered Packets therefore operate as 'object files': they document the history of the portrait within its context at the Gallery.
The files contain, in the first instance, loan agreement forms, and other standard documentation such as the offer from the donor, acceptance by the Gallery, a copyright agreement, etc.
They may also include information about conservation, including condition reports; scientific & technical analysis; receipts for work done. They may also include records concerning how the works were displayed; stored; loaned or exhibited. They may also include records relating to the framing of works. They may further contain information relating to research, which may pre-date the time the portraits were acquired by the Gallery.
The records detailed above may include both original and published material of the following types: correspondence with internal and external colleagues; correspondence with members of the public, academics and other groups; research notes; caption text; reports; press releases and other promotional material; cuttings from articles in magazines, journals or newspapers.
The Registered Packets may also include other types of record associated with the portraits such as: images; diaries and notes maintained by artists & sitters; video and audio recordings etc.