Copying and Certification

Whether for research purposes, legal reasons or as a keepsake, you can make use of PRONI’s copying and certification services. Find out more about the options available and our procedures below. For a detailed breakdown of the associated costs, please see our Service Costs page.

Self-service copying

Woman in a blue top with a book on a large cushion under a large white machine.
Self-service scanner in the PRONI Reading Room

If you have ordered records onsite at PRONI, our Issue Desk staff will advise you if copying is not permitted for a particular record. If copying is permitted, however, you can take photographs of the record (no flash) or make paper or digital copies of the record using our self-service scanners, available in the Reading Room. 

To use the self-service scanners, you will need to purchase single copy or multi-copy cards at the Issue Desk. 

Digital copies from the self-service scanners can only be uploaded to a USB, which can also be purchased at the Issue Desk. You will not be able to use a USB you have brought from home.

A full list of costs for the self-service scanners can be found on our Service Costs page.

Self-service copying will only be suitable if:

  • the record is in good condition
  • the record is small enough in size
  • you do not require a copy larger than A3
  • you do not require high quality images

Copy Order Service 

Man with latex gloves standing behind large equipment that shines a bright light onto a surface.

If the records you are consulting onsite are not suitable for the self-service scanners you can speak to a member of staff about our copying service.

The copy order service provides copies of records based on the specific PRONI references. For remote orders, email us at proni@communities-ni.gov.uk or use the Enquiry Form, and our staff will liaise with you.  PRONI aims to respond within 20 working days.

There is a copy administration fee plus the cost of reprographics, and any additional costs if your order requires special attention such as conservation treatment before producing a copy. Postage fees will be applied for printed copies. For a detailed list of all charges, please visit our Service Costs page.

PRONI uses an online payment system. You will be issued with an invoice that includes a link for payment. No requests will be completed until payment is received. 

As part of the copy order service, please be aware that:

  • no searching is undertaken by PRONI staff as part of a copy order  
  • PRONI will verify that the record copied matches the document reference you have identified
  • PRONI cannot verify the content of the record or confirm if it is relevant to your research 

Any contact details you give will be processed in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Further information can be found on the DfC Privacy Notice.

Certification 

For legal purposes, you may wish to have copies of PRONI records certified as copies of original documents. Please contact PRONI@communities-ni.gov.uk or speak to a member of staff onsite.

Image of a stamp with black text on white background with information on certifying that a copy has been made of a document.

Charges for certification are calculated per page and postage charges may apply for remote requests. For a detailed list of all of PRONI’s charged services, please visit our Service Costs page.