Access our holdings

Register for a user’s account

Registration through online catalogue "@PRO" is required for reserving and borrowing PRO’s holdings.

Request and reserve our holdings

You may search and request access to holdings by your own account at "@PRO". All archival holdings and library materials are held in closed stack for onsite inspection only.

You can only borrow and reserve totally up to 10 records (including file level and item level of archival holdings whose access status is "open" and library materials). Reserved item(s) will only be kept at the Reference Services Counter for one working day specified by you. A reservation can be placed from one working day (before 12:00 noon Hong Kong Time) to one month in advance.

If you wish to view the records on Saturday, see Latest Arrangements on Search Room Services.

Access to archival records

Access to archival records kept by GRS is managed through the Public Records (Access) Rules 1996. In general, members of the public are allowed access to archival records which have been in existence for not less than 30 years or the contents of which have at any time been published or wholly disclosed to the public.

Access to closed records

Access to closed records (e.g. records under 30 years) requires prior application in writing to the Government Records Service (GRS) Director. Applicant should open a user account in GRS' Online Catalogue website and submit on-line application. For details of application procedures, please see the User Guide

Upon receiving the application, GRS will consult the transferring agency of the closed records in the consideration of permitting record access. If the requested records are deemed unsuitable for public access, the transferring agency is required to provide reasons with reference to Part 2 of the Code on Access to Information. GRS Director may permit any person to inspect closed records which are held in GRS unless any such records contain information for the time being the disclosure of which would not be in the public interest.

Appeals/Complaints – access to closed records

If you are not satisfied with the decision on your application for access to closed records, you may write to the Director of Administration asking for an appeal against the decision by providing supporting information and arguments. The contact information is as follows :

Director of Administration
Administration Wing
25/F, Central Government Offices,
2 Tim Mei Avenue, Tamar,
Hong Kong

Email :
Fax : (852) 2877 0802

If you are concerned about any maladministration in the handling of your application, you may lodge a complaint with The Ombudsman. The contact information is as follows :

The Ombudsman
30/F, China Merchants Tower,
Shun Tak Centre, 168-200 Connaught Road Central,
Hong Kong

Email :
Telephone : (852) 2629 0555
Fax : (852) 2882 8149

Search Room

Our Search Room is designed to provide a suitable environment for users to view our holdings. Users are required to observe the Search Room rules to help us protect our holdings.


Seating capacity30
Personal computer (PC) with catalogue 7
Personal computer (PC) with internet access 1
Personal computer (PC) for viewing digital records and audio visual materials5
Photocopying machine1
Microfilm reader5 (4 microfilm
readers have been
connected to printers)
Microfilm and digital records hard copy printer2
Free WiFi connection