Archives In Brief 11 - Guidelines for publishing State archives

• Apply for permission to publish in writing
• Permission from other public offices
• Copyright
• Reproduction fees
• Facsimile reproductions
• Copies of fragile or damaged documents
• Where to send your application
• Information to include in your application
• Citing State archives
• If you are unable to provide a full citation
• If State Records is having difficulty identifying the items you wish to publish
• Donations

Apply for permission to publish in writing

You must apply, in writing, to State Records to obtain written permission and you must acknowledge State Records as the source of any documents, extracts or quotations.

If you want to display, publish or make further reproductions of copies of State archives you must apply, in writing, to State Records to obtain written permission and you must acknowledge State Records as the source of the copy.

Permission from other public offices

You may also be required to obtain written permission of the appropriate public office prior to publication of any documents, extracts or quotations from State archives in accordance with its policy.

Copyright

As State archives may be subject to copyright and copyright is not necessarily vested with State Records, it is your responsibility to obtain, in writing, such permissions as are required from the owner of the copyright material prior to publication or display of any document in whole or in part. See Archives in Brief 74 for further information about copyright.

Reproduction fees

You may be asked to pay a reproduction fee, which is not a copyright fee, when you apply for permission to publish, display or make further reproductions of State archives.

Facsimile reproductions

Facsimile reproductions of material in the State archives should bear the notation 'From the original (map/plan/photograph etc) in State Records'.

Copies of fragile or damaged documents

You may be refused permission to have fragile or damaged documents copied if this is likely to cause any further deterioration.

Where to send your application

Applications should be made in writing and addressed to:

Manager, Public Access
State Records
PO Box 516
KINGSWOOD NSW 2747

 
For more information email State Records at info@records.nsw.gov.au.

Information to include in your application

Your application should include full particulars of the material you plan to publish and describe the proposed publication.

Citing State archives

A full description or 'citation' will assist in identifying the document, extracts or quotations you wish to publish and minimise delays in granting permission. For example:

State Records Authority of New South Wales: NRS 4354, H.4037/1.

The name 'State Records Authority of New South Wales' may be abbreviated to 'SRNSW' provided the full name has been used in the first citation. Archives in Brief 10 provides full details.

If you are unable to provide a full citation

If you are unable to provide a full citation, as per the example above, supplying details such as microform or location number and a description of the records will usually be sufficient to enable us to identify the material.

If State Records is having difficulty identifying the items you wish to publish

If we are having difficulty in accurately identifying the material, permission to publish will be delayed while we contact you for further clarification. Research fees may apply in instances where a lengthy search by our staff is necessary to identify the material.

Donations

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, particularly those consisting largely of material held in the State archives, would donate a copy to the library.

© 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.