Copying and copyright

The majority of documents in the Public Record Office of Northern Ireland (PRONI) can be copied, however there are some instances where it will not be possible to make a copy. The main reasons are:

It may also be necessary to refuse the copying of very large or bulky documents.  If you require photocopies of large single sheet maps up to A0 size, these are done off-site so it can take up to three weeks for your order to be processed.

We reserve the right only to copy original documents using the reprographic process that minimises the risk of damage.

PRONI staff will advise as to what can be copied and the costs involved in copying.  If a document cannot be copied, we will tell you why.  More detailed information can be found on documents which cannot be copied on preservation grounds.

What are your copying charges?

There are set fees and charges for the copying of documents, dependant on the size and type of document and the type of copy made.  If you require PRONI to identify a document for you, there may also be a search fee (this will be agreed with you in advance).  If you want your copies posted out to you, there will also be a postage and packaging charge.

How do I order a copy of a document on-site?

If you are visiting in person, the pages that you wish to copy should be clearly marked using a slip of paper (not a post-it note), indicating whether you wish to have the right or left hand side copied and a page number if recorded.

You must complete and sign the copyright declaration form, giving your name and address, visitor number and the unique document reference number/s and page number/s.

Can I request copies in writing, by e-mail or by phone?

You can contact PRONI in writing (letter or email) with copy orders, but we cannot accept orders over the telephone.

If you do not know the unique reference number of the document you want copied and PRONI staff are required to carry out a search to identify the document, then a search service fee may be additional to the copying fee.  We will advise you of the cost in advance and, if you wish to proceed, we will send you an order/copyright form.  This must be completed and returned with either a cheque or postal order in sterling made payable to the Public Record Office of Northern Ireland.

Can copies of documents be posted out?

Your copies can be posted out to you on request but postage and packaging charges will be added to the copying fee.

What type of copy can be produced?

PRONI offers a range of copying services - photocopy, microfilm print-outs and scanning.  Scanned documents can either be e-mailed to you or burnt unto a CD.

What quality of copies can I expect?

You are entitled to have as good a copy as can be produced – i.e. there is no missing text on the copy and all pages requested are copied.  However, there is no guarantee that the quality of the copy will always be legible - the original document might be so badly faded that it is impossible to obtain a good quality copy.  Scanned documents will be delivered to you in JPEG format and will usually be saved at 72dpi.