Archives In Brief 11 - Guidelines for publishing State archives

This Archives in Brief provides guidelines for obtaining permission to use State archives.

When you need to ask permission to use State archives

NRS 12708; Sydney Opera House, Yellow Book 1962

If you are considering publishing, reproducing, printing, displaying or transmitting State archives to other people you need to ask for permission to use State archives.

When you don’t need to ask permission

You don’t need to ask permission to use State archives for the purposes of personal research or study, or if you wish to cite or use quotes and transcribed extracts from State archives.

How to ask for permission to use State archives

Your request should be in writing and include full particulars of the material and how you plan to use it.

You can write to us at
info@records.nsw.gov.au
or
Senior Archivist, Research and Publications
State Records
PO Box 516
Kingswood NSW 2742
Fax: 02 9833 5518
An online form is also available.

Citing State archives

A full description or ‘citation’ of the records will assist us in identifying the material you want to use and minimise delays in granting permission.
Archives in Brief No 10: Citing Records provides full details on how to cite State archives.

How we provide permission to use State archives

We will respond to your request in writing, attaching our standard terms and conditions.
Any variations or additions to the standard terms for a particular request will be included in the letter of permission.

Fees for permission to use State archives

We may charge a fee if you intend to charge others for access to a copy of a State archive or include the material in advertising or a product for sale.

State archives not covered by our permission

State records can only provide permission to use copyright material where the State of New South Wales holds the copyright. The State of New South Wales does not necessarily own all the copyright or other intellectual property rights in records held as State archives.
It is your responsibility to ensure that you have all the necessary consents from all the owners of copyright, moral rights , trade marks and other intellectual property rights in the materials you want to use in compliance with the Copyright Act 1968 (Commonwealth) and any other relevant legislation before using the material.

Permission from other public offices

You may also need to obtain permission from the relevant public office before publishing or distributing copies of State archives. This includes material such as the photographs from the former Aborigines Welfare Board.
We will inform you if the State archives you wish to use are covered by such a policy.

Copies of fragile or damaged documents

Fragile and damaged material may not always be able to be copied if it is likely to cause further deterioration.

Donations of published material

State Records maintains a small reference library for use by staff and researchers. We would be most grateful if authors of publications that relate to our records donate a copy to the library.

Reading room locations

Western Sydney Records Centre
143 O’Connell Street
Kingswood  NSW  2747
Sydney Records Centre
2 Globe Street
The Rocks, Sydney   NSW   2000

© State of New South Wales through the State Records Authority, 2003.
This work may be freely reproduced and distributed for most purposes, however some restrictions apply. See our copyright notice or contact us.