Archives In Brief 92 - Guidelines for using digital cameras and scanners in the reading rooms

• Making your own digital copies
• Guidelines for handling original records
• State Records' copying services and publishing

Making your own digital copies

Advise Staff

Advise staff that you would like to make digital copies of original records. Staff need to inspect the equipment that you intend to use.

Digital Cameras

We permit the use of digital cameras in most situations. A digital camera may be a benefit when it is not possible to photocopy a record, for example a large volume, or a plan.

Flash photography

Please discuss with reading room staff prior to undertaking flash photography.

Scanners

In some situations we permit the use of scanners to copy records.

What type of scanner can I use?

A flat-bed scanner is usually acceptable. Other types of scanners, for example hand-held scanners which contact the page are not premitted.

Handling documents when using a scanner

Do not place the document being scanned under too much pressure. It is best to leave a small gap between the scanner cover and the document - for example placing your fingertip under the scanner cover. This prevents small areas of damamge in documents from worsening.

What can be scanned?

You can scan individual items such as flat cards, flat documents from unpinned bundles and loose photographs.

What can't be scanned?

To prevent damage to original records, you are not permitted to scan documents that:

• must be straightened to be copied,
• are taken from a file containing pinned documents,
• would need to be bent or folded in any way,
• are larger than the glass plate on your scanner, or
• any bound volumes.

Guidelines for handling original records

The following guidelines to handling original (uncopied) records should be observed at all times:

• handle all original records with care,
• ensure that your hands are clean, and that you wear gloves when requested by reading room staff,
• do not disturb the order of pages within a bundle - if you think the documents are out of order please notify reading room staff,
• pins should not be removed, even for a short time,
• documents may not be removed from a file or bundle,
• use paper flags to mark your place in the records rather than other items,
• do not lean on any record, or mark any record, and
• do not place objects on the records. Reading room staff can supply weights to assist in keeping a record 'open'.

For further information about your responsibilities when using our facilities and guidelines for the proper handling and care of State archives, see Archives in Brief 13.

State Records' copying services and publishing

State Records' copying services

State Records offers a range of copying services. These include photocopying and digital copies. See Archives in Brief 75 for information on the full range of copying services offered by State Records.

Publishing your copies

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. Archives in Brief 11 provides guidelines for obtaining permission to publish State archives.

Copyright

As State archives may be subject to copyright and copyright is not necessarily vested with the State Government of NSW, 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 part. See Archives in Brief 74 for further information about copyright.

© 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.