Documents which cannot be copied on preservation grounds

• Documents in guard books (which make more documents available to you at the same time) will not be copied as there is a risk of damage when the volume is upended.
• Outsize documents or the contents of outsize volumes (ie larger than A3) cannot be photocopied as they are too large for the photocopying machine.  However, some outsize documents can be copied by an outside body provided they are no larger than AO size, are single sheets, are flat, do not have seals appended and are in good condition.
• Volumes which are fragile or where there is risk of the spine breaking (for example tight bindings) cannot be photocopied.
• Volumes with folding enclosures will not be photocopied as there is the risk of the documents tearing when being placed on the photocopier.
• Press cuttings in scrapbooks will not be photocopied where these are folded and difficult to handle without damage.
• Original photographic prints will not be photocopied because the heat and light from the photocopies may destroy the image.
• Parchments will not be photocopied as the heat from the photocopier can shrivel them up and the static electricity can remove the ink.
• Parts of an outsize map or document will not be photocopied so as to avoid damage when being manoeuvered onto the machine.
• Records with pendant seals will not be photocopied as the seals can tear away from the document when placed on the photocopier.  Also, records with applied seals will not be photocopied as these can get crushed by the photocopier lid.
• Where original archives have been microfilmed, the microfilm copy rather than the original documents will be produced (unless there is some problem with the legibility of the microfilm copy).  The positive advantage of using microfilm is that more documents can be made available to you at the same time.  Where there is a microfilm available, only microfilm print-outs (rather than xerox copies) will be supplied so as to save wear and tear on the original records.
• If a record cannot be photocopied, it may be possible to microfilm or scan it as both processes are likely to be less damaging to the records.