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Copying and Publishing Public Records –
Copying Services
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Public Record Office Victoria (PROV) can provide photocopies
of public records, and printouts of microfilm and microfiche. PROV
reserves the right to select the most appropriate copy process, and reading
room staff can advise the most suitable copying method on a case by case basis.
The condition and size of the record, and the purpose for which the copy is
required determine the way in which copies are made. For example, where
alternatives to the original records exist, such as microform or digitised
copies, copies can be made from these.
Visitors to PROV’s Reading Rooms are encouraged to use
digital cameras to make digital copies of records. Refer to PROVguide 24 Use
of Digital Cameras in PROV Reading Rooms.
Government visitors are advised to also consult PROVguide 3
Copying Services - Government Access for information specific to Government
photocopying services.
What Can Be Photocopied
Most records EXCEPT those which are bound volumes or
photographs, documents larger than A3, those too fragile or damaged to copy, or
those which are sealed, glued or tied in such a way that copying would cause
damage.
Please note that as files are not taken apart to be
photocopied, we cannot guarantee the reproduction of a full page using this
process.
How to Order and Pay For Photocopies
Selecting Records to be Copied
As photocopying puts all records at risk of damage, please
assist us to conserve the State's archives by only requesting copies of key
documents.
Use the marker slips provided to clearly indicate the pages
to be copied. The citation for each file will be provided on the photocopy.
Obtaining an Application for Photocopies Form
Application for Photocopies forms are available in the
Reading Rooms. At the Victorian Archives Centre researchers will be allocated a
job number that will be valid for the visit irrespective of how many forms are
filled in. At the Ballarat Archives Centre photocopying is usually undertaken
on demand.
Completing the Photocopy Request Form
Section 1
Please include your name and search ticket number and a
postal address if you want the copies forwarded to you. (See posting and
handling charges below.)
Section 2
Read the declaration carefully, noting that the physical
condition of records may prevent them from being copied. Copies
WILL NOT be made of damaged or fragile records.
Section 3
Indicate whether your order is for the standard, same or
following day service and whether you wish to collect your copies or have them
posted. A flat fee of $2.75 is charged for postage and handling. Copies will be
held for collection for up to 6 months
Section 4
Enter the information about each record to be copied, giving
the Series (VPRS), Consignment, Unit and Item numbers. Enter the number of pages to be
copied. (Remember to count both sides if you want front and back.)
Submitting Photocopy Requests
Initially, return the records only to the Copying Desk,
retaining your Application for Photocopies form so
you can add the information about subsequent requests to Section 4 of your
form.
Please ALWAYS place an annotated
Job Number Slip with the records to be copied.
Paying for Photocopying
When you submit your Application for Photocopies staff will
calculate the total cost of the photocopy order. Prepayment is required and you
will be issued with a receipt. Please finalise and pay for your photocopy
order at least 15 minutes before the 4.30pm closing time.
Fast-Track Photocopy Service
A fast-track photocopy service operates Monday to Friday, 9.00 am to 4.30 pm and is available to VAC Reading Room researchers.
For a fast-track handling fee, above the standard copy fee, up to 20 copies will be provided either on the same or
the following day.
Collect the same day
65¢ per page plus a $15.00
fee
Requests should be placed by 3.00 pm
Collect the following day (after 1.00 pm)
65¢ per page plus a $7.50 fee
Requests should be placed by 4.15 pm.
How to Order Large-Format and Photographic Reproduction
Alternative copy methods are available for large-format and
fragile material such as bound volumes, photographic prints, maps, plans and
drawings that may not be photocopied.
Fill out the Application for Photographic Reproductions,
making sure that all sections have been completed.
How to Obtain Copies of Microform Records
Obtaining Copies
Both microfilm and microfiche records can be copied for a
cost of 95 cents per page. Researchers can do their own copying using a
microform reader printer in either the North Melbourne or Ballarat Reading
Rooms. Follow the instructions attached to the reader printer and ask staff for
assistance if necessary.
Paying For Microform Copies
Leave your copies, when you have finished printing them,
with staff at the Copying desk so that you can continue your research. Pick up
and pay for your copies when you leave for the day.
How to Obtain Permission to Publish
Before any records held by PROV can be reproduced in a
publication or exhibition, the written permission of the Keeper of Public
Records must be obtained. Refer to PROVguide 25
Copyright For Researchers for information about the process, which includes
completion of an Application
for Permission to Publish form. See PROVguide 13 How
to Cite Public Records for guidelines on citing public records.
Certified Copies for Legal Purposes
Copies or extracts of public records produced by PROV can be
certified for legal purposes by the Keeper of Public Records.
Copies or extracts of documents that require inspection by
PROV for purposes of certification as true copies or extracts of public records
will incur a fee of $12.50 per document inspected, and $5.00 per certified
copy. Therefore the cost of a certified extract of a document is $17.50.
Prices and Delivery Times
Prices and delivery times for the complete range of services
are listed below. All prices include GST.
Extra delivery time should be allowed if copies are to be
packaged and posted, or if the records to be copied by a specialist service are
held at the Ballarat Archives Centre.
Photocopies (A4 paper copies)
|
Service
|
Charge
|
Delivery
|
|
Standard
|
65¢ per page
|
5 working days
|
|
Fast-track same day (up to 20
pages)
|
65¢ per page plus $15.00
handling fee
|
collect same day
|
|
Fast-track following day (up to
20 pages)
|
65¢ per page plus $7.50
handling fee
|
collect following day after 1pm
|
Microform Copies
|
Records
|
Charge
|
Delivery
|
|
Reading Room copies of
microfilm, microfiche and microfilm cards
|
95¢ per A4/A3 page
|
Self operated reader printers
|
|
Other microfilm, microfiche and
microfilm cards (eg MMBW and Public Works Department plans)
|
95¢ per A3/A2 page
|
Self operated reader printer
|
Printouts from Public computers (A4 paper copies)
|
Service
|
Charge
|
Delivery
|
|
Applies to all printouts from
public computers except printouts from PROV’s Online Catalogue.
|
65¢ per page
|
Self operated from computers in
Reading Rooms
|
Photographic Reproductions
When multiple prints of the same item are ordered, the first
will be charged at the quoted price but all subsequent prints will cost 30%
less. Delivery is within 15 working days.
Black-and-White and Colour enlargements (on glossy paper unless matte is
specified)
|
Size of print
|
Existing negative
|
No existing negative
|
|
|
Black & White
|
Colour
|
Black & White
|
Colour
|
|
13 x 10 cm
(5 x 4 inches)
|
$7.00
|
$7.00
|
$7.00
|
$7.00
|
|
18 x 13 cm
(7 x 5 inches)
|
$7.00
|
$7.00
|
$10.00
|
$10.00
|
|
25 x 20 cm
(10 x 8 inches)
|
$11.00
|
$11.00
|
$13.50
|
$13.50
|
|
28 x 36 cm
(11 x 14 inches)
|
$22.00
|
$22.00
|
$13.50
|
$13.50
|
|
41 x 30 cm
(16 x 12 inches)
|
$23.00
|
$25.00
|
$35.00
|
$35.00
|
|
51 x 41 cm
(20 x 16 inches)
|
$28.00
|
$35.00
|
$35.00
|
$35.00
|
|
61 x 51 cm
(24 x 20 inches)
|
$34.00
|
$40.00
|
$40.00
|
$40.00
|
Bond paper copies of large and/or fragile material (eg maps, plans, bound
volumes)
|
Size
|
Black & White
(price is based on the size of the
copy)
|
Colour
|
|
A0 (1189 x 841 mm)
|
$12.50
|
price on application
|
|
A1 (841 x 594 mm)
|
$12.50
|
price on application
|
|
A2 (594 x 420 mm
|
$5.50
|
price on application
|
|
A3 (420 x 297 mm)
|
$5.50
|
price on application
|
|
A4 (297 x 210 mm)
|
$5.50
|
price on application
|
There is a minimum charge of $12.50 to cover handling and
set-up costs. It is payable only when the total value of the order is less than
$12.50; for example, if you ordered one A3 copy, the total cost would be
$12.50. Prices include GST and are determined by the size of the copy
requested. Delivery is within 15 working days.
Postage and Handling
|
Service
|
Charge
|
|
Standard postage and handling
|
$2.75
|
|
Postage in a tube
|
$5.50
|
|
Registered mail an additional
|
$1.80
|