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Request for permission to use State archives

When you need to ask for permission to use State archives

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

When you don't need to ask for permission to use State archives

You don't need permission to use State archives if you wish to reproduce State archives for the purposes of personal research or study, or wish simply to cite or use quotes and transcribed extracts from State archives. You should, however, acknowledge State Records NSW as the source of your material and cite the records correctly. See Archives in Brief 10 Citing State archives for more information.

If you are unsure of how to correctly cite a State archive or need confirmation of its details contact the Senior Archivist, Research and Publications.

How to request permission to use State archives

Online - You can request permission to use State archives by completing the online form below and submitting it electronically.
Mail/Fax - You can also print out a copy of the Permission Form (PDF, 40kb) and mail or fax it to:

Senior Archivist, Research and Publications
State Records Authority NSW
PO Box 516
Kingswood NSW 2742
Fax: 02 9833 5518

How we provide permission to use State archives

We will respond to your request in writing, attaching our standard terms and conditions and any variations for your request.

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 a State archive in advertising or a product for sale.

State archives that may not be 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 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 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 records. This includes records such as the photographs of the Aborigines Welfare Board.

We will inform you if the State archives you wish to use are covered by such a policy.

Standard terms and conditions

State Records provides permission for the use of State Archives according to standard terms and conditions. Any variations or additions to the standard terms for a particular request will be included in the letter of permission.

Fill out the form

Details of persons/organisations seeking permission

Use full name for an individual (such as an author), company name (such as University or publisher) or incorporated association

Details of the State archives you wish to use

Request 1


Request 2


Request 3

Proposed use of State archives

How will the materials be communicated to others (e.g. via internet/downloading, printed copies, artwork, film/video broadcasting)?

For what purpose are the materials to be used