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Thursday 28 August 2008
 
 
 

Copying services


The National Archives of Scotland (NAS) offers a wide range of reprographic services to its customers. However, while we are happy to provide copies of records from our collections, not all records held by the NAS can actually be copied. This may be due to copyright restrictions, terms of deposit or preservation concerns. Copies supplied by the NAS must not be published by conventional or electronic means or used in any form of broadcasting without permission to reproduce having been given. Consideration will only be given to requests in writing.

  • Black and white photocopies from original records

  • Black and white paper copies from microfilm

  • Black and white paper copies of outsized plans

  • Colour photocopies from original records

  • Black and white paper copies from self-service reader-printers

  • Microfilm

  • Microfiche

Black and white copies from original records

Available in sizes A2-A4. Books and other bound material can only be copied in A4 and A3 sizes. Only loose-leaf items will be copied at the larger A2 size. Black and white copies are normally returned to the Search Rooms within 1 working day.

Black and white paper copies from microfilm

Available in A4 and A3 sizes. Black and white paper copies from microfilm are offered as an option when, for preservation reasons, the document concerned is not suitable for conventional photocopying. In the absence of existing microfilm the document(s) will be assessed by our Conservation Services Branch (CSB) to determine suitability for microfilming. New microfilm will be made from which the paper copies will be printed. Paper copies from microfilm are normally ready for collection within one week. Where no microfilm exists, conservation costs will be recovered by means of a minimum charge.

Black and white paper copies of outsized plans

Paper copies of outsized plans which are no bigger than 4 metres long and 90cm wide may be available, provided we are satisfied that the plan is suitable for copying in this way. Plans that carry original colour art work or are in poor condition will not be copied.

Colour copies of original records

The NAS provides a colour copying service, depending on the size and condition of the records. Further details will be provided on receipt of a request for copies.

Paper copies prodcued from the self-service reader/printer facility

The NAS has provided two self-service microfiche reader/printer machines in the Legal Search Room and two self-service microfiche/microfilm reader/printers in the Historical Search Room (GRH). Readers are invited to make their own black and white A4 paper copies of records that we hold on microform and which are not subject to restrictions of deposit or copyright legislation.

Microfilm

Positive diazo microfilm is normally supplied to readers requesting microfilm copies of documents. Where the document(s) requested are integral to a collection or are bound into a volume, the NAS may film the complete work on preservation grounds. The customer will only be charged for the microfilm requested, but the time taken to complete the order may be affected. Because of the volume of microfilm requests received by the NAS orders are placed in a queue that can vary in length depending on the time of year. The summer months tend to be particularly busy. It is advisable to enquire about this when contemplating ordering microfilm.

Microfiche

Duplicate diazo copies of existing microfiche only are available. Microfiche copies of legal deeds held by the NAS are not, however, produced in-house and we cannot be held responsible for their quality. The quality of any copy microfiche we produce will depend upon the quality of the original.

Digital images

The NAS offers a digital imaging service to customers. This includes various sizes of colour and monochrome images on paper as well as TIFF and JPEG images on CD-ROM. Further details will be provided on receipt of a request for copies.

Ordering copies by post or e-mail

Terms and conditions for copying records
While most copies provided by NAS are made as a result of personal visits to our search rooms, we can often provide copies of documents to customers who write to, or e-mail us. If you would like to use this service, however, you should have a reasonably good idea of the document you are looking for. For example, there are certain series where we can readily identify the document you require, provided that you give us details such as names, dates, places. Where we have to search for a document, we will normally spend about 20 minutes on your enquiry. This is so that we can deal with all customer requests within a reasonable time. Once we have identified the documents you have requested, we will send you an estimate of the cost of producing copies. Please do not send payment in advance of receiving an estimated cost from us.

A few points to bear in mind:

  • Unfortunately, it is not always possible to copy a particular record. If we cannot meet your request, however, we will let you know why.

  • Please supply your full name and postal address when you request copies, otherwise we cannot process your order.

  • Please provide us with as much reference information as possible about the document you are requesting. This will help us to help you.

  • We will be happy to receive a second order from you once we have completed your first one.

  • Our policy is to copy original documents using the reprographic process(es) that minimise(s) the risk of damage to the records.

  • In order to help preserve the records, we regret that we are unable to copy bound records that are larger than A2 size.

  • If an order is difficult to fulfil, we may have to charge more. In this case we will contact you to explain why and get your agreement before we do any copying.

  • If we are unable to complete an order, for example because of damage to an original, we will refund you for incomplete work.

  • Copyright and other relevant access conditions will be applied, if appropriate.
Copying fees and charges
   
 
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Page last updated: Friday 10 November 2006

The National Archives of Scotland, H.M. General Register House, 2 Princes Street, Edinburgh, EH1 3YY; tel +44 (0) 131 535 1314; email: enquiries@nas.gov.uk