Enquiry and Copy Services

Photocopying

Introduction

We will provide photocopies of our documents on request, but with the following provisos:

  • The original document must be no more than A3 size.  
  • The document must be in good condition
  • The document must not be a bound volume
  • Larger documents, pages from bound volumes and those in poor condition can often be digitally photographed or scanned instead – see the information on digital copying
  • Orders for a large number of copies will be accepted at our discretion
  • If a document has been filmed, we will generally provide copies from microfiche or microfilm instead.

Photocopies of original documents are not provided on demand.  Although we endeavour to complete photocopying orders placed in the search-room on the same day, this is often not possible.  We can post such orders out to you as soon as they are completed, provided that payment is made in advance or debit /credit card details provided before you leave.

Photocopying, use of copies and copyright

We provide copies for personal use or private research.  Copies may not be used for exhibition, publication or any other use without the permission of the owner of the documents concerned, and, where copyright exists, the owner of the copyright. Copyright is the exclusive legal right of the author of an artistic, literary or musical work to copy, publish or perform their work, or to authorise its copying, publication or performance.  Most archives are classed as literary or artistic works and so come under the laws of copyright.  This means that they may not be used, other than for personal use or private research, without the copyright owner's consent.

Copyright lasts for a specific period depending on the kind of work, on when it was produced and by whom.  Note that in many cases the owner of the copyright is not the person who owns the document.

We cannot provide more than one copy of the same item if it is in copyright (many documents are in copyright until at least 31st December 2039).

A copyright declaration form (available from staff in the search-room), which states that you are requesting a copy for personal use or private research only, must be completed and signed with every request for copies of original documents where copyright exists.

Note that entries from parish registers of baptisms, marriages and burials may be copied without completing a copyright declaration form, as they are not in copyright. Documents that come under Crown Copyright (works prepared under the direct control of the Crown or of a government department), and which were unpublished at the time of their deposit, may also be copied and published without formal permission.  These include tithe maps and apportionments, land tax assessments, and other records in Devon Quarter Sessions.

If you require a copy for exhibition, reproduction or publication in printed form or on a web-site, please inform us.  We can then identify and contact the document and copyright owners for permission, or assist you to do so yourself.  If you do not inform us that you wish to exhibit, reproduce or publish a document or an image to which copyright applies, you will be infringing the laws of copyright.

To read more about our copyright policy.

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Copies from microform

Many of our records are held on microfiche or microfilm (microform). Photocopying from microfiche or microfilm in the search-room is available on a self-service basis. You may make A4 or A3 copies of these records. You may also order photocopies from microfiche or microfilm, by post, e-mail or fax. These copies are posted to you provided payment is made in advance, or credit/debit card details are provided.

There are no restrictions on making printouts from microform copies of diocesan or public records; these include bishops transcripts, tithe maps and apportionments, Inland Revenue wills, Quarter Sessions records and land tax assessments. We can provide more than one copy of an entry or page if it is not in copyright.

Orders for a large number of copies will be accepted at our discretion, and may incur additional handling charges.

How to order and pay for photocopies

You may send your order to our photocopying service by describing your request in an email, by sending a fax or a letter, or by filling in an order form.

We have a photocopying order form which we like to use where possible, particularly where copyright rules apply. However in some cases you do need to know the reference number of the document concerned in order to complete this form properly.  The form includes a space at the bottom to record credit or debit card details if you wish to pay by that method.

You can download and print off a copy of the form below:

It may be essential to complete and return an order/copyright declaration form when copies of microform records subject to copyright restrictions are ordered by post, e-mail or fax.

Copying Charges - in the searchroom

Photocopies of original documents ordered in the search-room.  These are copied by staff:

  • Black and white photocopies
    • A4 = 50 pence per sheet
    • A3 =  75 pence per sheet
  • Colour photocopies
    • A4 = £1.50 per sheet
    • A3 = £2.00 per sheet

plus postage and packing if the copies cannot be collected, calculated according to weight, size and destination.

   

Microfiche and microfilm copies.

Photocopying from microfiche or microfilm held in the search-room can be done on a self-service basis by record office visitors. :

  • 50 pence per sheet

Public access computer printouts – black and white

  • 10 pence per sheet

   

Copying charges – orders by post and email

N.B. Charges for digital copies are different – see the information on digital copying

Photocopies of original documents

  • Black and white photocopies
    • A4 = minimum charge of £5.00 for 1 to 4 sheets, plus 50 pence for each additional sheet, plus postage and packing
    • A3 =  minimum charge of £5.00 for 1 to 4 sheets, plus 75 pence for each additional sheet, plus postage and packing
  • Colour photocopies
    • A4 = minimum charge of £10.00 for 1 to 4 sheets, plus  £1.50 for each additional sheet, plus postage and packing
    • A3 = minimum charge of £10.00 for 1 to 4 sheets, plus  £2.00 for each additional sheet, plus postage and packing

Printouts from parish register microfiche and microfilm

There are no restrictions on the number of printouts of an entry you can have copied from parish registers held on microform.  However, requests for printouts of complete registers or substantial parts of them from microform will be accepted at our discretion, and may incur an additional handling charge.   In some cases the permission of the incumbent of the parish may be required.  Please contact us for further information about this.

Search for parish register entries on microfiche and microfilm, and a copy (if an entry is found)

  • £5.00 minimum charge for 1 to 4 entries, then 50 pence for additional entries, plus postage and packing

Printouts of Inland Revenue Wills from microfiche

A full list of the Inland Revenue Wills, 1812-1857, with references, can be found on the Access to Archives website

  • £5.00 per will, plus postage and packing

Printouts of entries in filmed newspapers

Name and date of newspaper entry must be provided.  The cost covers a search for the entry and a printout, if the entry is found.  If a search is made and no entry is found, the cost of the search still applies.

  • £5.00 per entry.      If an entry is found and a printout can be made, postage and packing is an additional charge

Certified copies of parish register entries

  • baptisms and burials - £9.00 per entry, plus postage and packing
  • marriages - £9.25 per entry, plus postage and packing

Postage and packing charges for all of the above are added according to weight, size and destination, with a minimum local postage and packing charge of 68p. Overseas orders will incur additional airmail postage costs.

Online ordering and payment

You can order copies online using our secure ordering and online payment system.