Archives In Brief 75 - Copying services
Information about our copying services. Most copying services are provided in-house by State Records. Some specialised copying services are outsourced to an external service provider.
- What copying formats can be supplied by State Records?
- What copies can be provided by external service providers?
- Do I need to provide specifications for digitisation?
- How long does it take to receive copies?
- What are the charges for copying?
- How will I collect my copies?
- Can I copy original records myself?
- Can I order copies of an original that is fragile?
- Can I order copies of an original that has been copied?
- Can I order copies online?
- Our copying service policies
- Our copying services at a glance
What copying formats can be supplied by State Records?
State Records can provide on site copying for the following formats:
| Format | Examples |
|---|---|
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Photocopies |
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Copies of microform material |
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Digitisation — colour |
TIF/JPG colour scans of up to 600dpi for the following material:
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Digitisation — black and white |
TIF/JPEG Black and white scans of up to 600dpi of the following material:
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What copies can be provided by external service providers?
When copying orders cannot be completed on site an external service provider may be used.
Examples of items that require specialised copying by external providers
| Format | Examples |
|---|---|
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Photographic services |
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Special / large format photocopying |
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Digitisation |
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Cinematographic film and videos |
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Other special formats and requirements |
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Do I need to provide specifications for digitisation?
Digital copies will be provided at the standard resolution of 600dpi, and as a JPEG file. Alternatively you may provide specifications. We will inform you if we cannot meet your specifications.
Copies are supplied on CD ROM. We do not email scanned images.
How long does it take to receive copies?
In-house copying services
Our turnaround times for copying completed in-house:
| Copying | Times |
|---|---|
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Reading Room photocopy orders |
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Reader/prints of microform material |
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Online copy order services |
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Digitisation |
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Copies completed by external service provider |
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Our turnaround times and guarantee of service are described in detail in Archives in Brief 18.
What are the charges for copying?
Below is a summary of our copying charges. For further information see Archives in Brief 48.
In-house copying services
| Service | Charge |
|---|---|
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Photocopies |
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Black & white photocopies (A4 & A3) |
45 cents per page |
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Photocopies of large format (larger than A3) items |
$2.00 per page |
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Reader/prints of microform |
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Print from microform (A4) |
$1.00 per page |
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Print from microform (A3) |
$2.00 per page |
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Online copy order services |
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Charges vary and are shown on our online copy order forms. |
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Digitisation |
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Digital images |
$12.00 first image $5.00 each additional image |
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CD-ROM |
$2.00 per CD |
External copying services
Charges will vary according to each individual order. A non-refundable fee of $25.00 is payable in advance.
Any additional charges are paid when collecting the order. If the order is to be posted, you will be invoiced or charged separately for the additional fees.
General copying service charges
| Service | Charge |
|---|---|
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Administration fee |
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Administration fee |
$11.00 |
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An administration fee applies for copy orders not taken in the reading rooms. |
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Postage and handling |
Postage and handling fees apply for copies posted |
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See Archives in Brief 48 for further information. |
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How will I collect my copies?
Copies are available for collection in the reading rooms. Alternatively we can post you the copies. State Records does not take responsibility for copies lost or damaged in the postal system.
State Records will not email digitised copies. Digitised copies will be downloaded to CD-ROM. The CD will be available for collection in the reading rooms, or posted on request.
Can I copy original records myself?
Photocopying
There are no facilities for researchers to do their own photocopying of original records.
Microforms
Self service reader printers are available in the reading rooms for microforms.
Photography and scanning
You may copy original records in the reading room using a digital camera or an approved scanner. If you intend to use a scanner please contact the Senior Archivist, Access and Information before you visit.
You are also welcome to engage a professional photographer to copy an item in the reading room.
Permission to photograph original records is subject to the items being in good condition. Records should not be damaged, bent or mishandled in any way. See Archives in Brief 92 for information relating to the use of digital cameras and scanners. See Archives in Brief 13 for information about handling original records. The use of a flash is not permitted.
Can I order copies of an original that is fragile?
A proportion of State archives are fragile and for this reason we may withhold access to the original archive until it has received attention from our Conservation staff. Archives will be checked on a case by case basis as they are requested either in the Reading Room or for a copy order. If an archive requires conservation treatment there will be a delay in the archive being issued and/or copied. Conservation treatments can take up to six months to be completed.
You will be notified if there is going to be a delay in an archive being issued and/or copied and if there will be additional copying charges for special format copying.
Can I order copies of an original that has been copied?
If an original record has already been copied you will have access to the copy.
To obtain copies from an original that has been copied, you will need to obtain prior approval from the Senior Archivist, Access and Information.
Can I order copies online?
Standard photocopies can be ordered online using our copy order forms. Download and complete the form then forward it to State Records, together with the relevant fee for the service.
An exact reference must be supplied. Where there is an online index please use the details given in the index.
Our copying service policies
- For security reasons some records are not permitted to leave our custody for off site copying.
- We may not permit records to be copied if this is likely to result in their damage.
- There is no differentiation in fees charged on the basis of the type of researcher, for example, professional historians or private individuals.
- There is no discount for large amounts of copying.
- Requests for copies received by mail must include citation details that identify the individual record(s) to be copied.
Remember a poor quality original will produce a poor quality copy.
Our copying services at a glance
| Format of originals | Copies Supplied by State Records | Copies supplied by external service provider |
|---|---|---|
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Loose items less than A3, including maps and plans |
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Maps and plans over A3 |
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Bound volumes |
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Thin, loosely bound volumes |
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35 mm microfilm or other format microforms (eg: microfiche, 16mm microfilm) |
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Glass negatives, where negative is not already copied onto microfilm |
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Films and videos |
No Service |
Yes |
| External service | |
|---|---|
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Photographic copies supplied by external service providers |
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Other special formats and/or requirements |
Please discuss with reading room staff |
© 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.
