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Copying services



Our service standard

Our standard is to notify you of the completion and cost of your copies/microform prints within 8 working days of the receipt of your order.

We currently have a backlog of orders caused by the Coronavirus lockdown.

  • Copying/scanning orders - two weeks
  • Photography orders - four weeks

As staff now start to return to the record office we will be working to fulfil outstanding orders, but this may take some time. It will also cause a delay on the fulfilment of new orders received. Staff will advise you of approximate waiting times when you place your order.



Placing an order

If you would like to use this service please read the following information and then email staffordshire.record.office@staffordshire.gov.uk to make your request. 



Charges and payments

We charge for production of the images. We also charge for search time if documents cannot be easily and quickly identified. We will notify you in advance if your request requires a search to be made. We can supply an estimate in advance of the cost of copies for larger orders, but a search fee will be charged for doing so.

All our current fees and charges are displayed on our fees and charges page.

Please do not make payment until we notify you of the final cost of your order.

Visit the payments for services page for more information.



Images from parish or nonconformist church registers

These can be supplied as a result of a search, or where you can supply the following information: parish, date, name(s) of party(ies), type of entry.

We can also provide printouts of your own baptism or confirmation entry for legal or religious purposes, with certification if required.

We can supply copies of marriage entries, but not for legal purposes. Copies for legal purposes can only be provided by the General Register Office or the Staffordshire Registration Service.



Scanning service - digital images or paper prints of original documents

Wherever possible we scan original documents and supply images either digitally (preferred) or as paper prints (if requested). 

Our top priority is preservation of the documents, so the scanning service is only available for items suitable to be placed on a flat-bed scanner. It therefore does not include:

  • Case-bound volumes.
  • Multi-membrane parchment documents
  • Maps and other documents exceeding 60cm by 90cm (24" by 36") in size
  • Documents which have undergone extensive conservation work
  • Fragile documents

Documents listed above must be photographed instead. Large-scale scanning orders are also dealt with through our photography service. For details of our photography service see below.



Photography service

If photography is the only option available due to the format or physical condition of the documents we will inform you and give you an estimate of the costs. This service is charged at an hourly rate.

It is important that any deadlines for receipt of the images are discussed at the time that your order is placed to ensure that the order can be completed in time.

Please note that whilst we endeavour to achieve the best possible result for the customer, the physical nature of the documents means that expectations cannot always be met.



Use of own camera

Researchers are permitted to use their own cameras, phones or tablets to take photographs in the reading rooms, subject to consultation with the duty archivist concerning the suitability of the documents concerned. This ensures that documents are not damaged during photography and that copyright legislation is followed.

The purchase of a camera permit is required. Both daily and annual permits are available. They are valid in all our offices: Staffordshire Record Office, Stoke on Trent City Archives and the William Salt Library, Stafford. Annual permits should be produced for inspection before use on each new visit. Please bear in mind that we are not able to accept payment by credit card in our reading rooms.

The use of flash photography, photographic lighting and tripods is not permitted in our reading rooms. This is to avoid disruption to the work of other readers and to allow free movement for people using the reading rooms. If you wish to use such photographic equipment, separate arrangements must be made with the reading room staff. However, we do provide table-top camera stands.



Reproduction of archives

All requests for the reproduction of archives, whether for publication in hard copy or on a web site, for exhibition/display or for media use, must be made in writing to the Head of Archives and Heritage. We will then seek any necessary permissions from the owners of documents. Please note that this may take some time, which should be allowed for in the timescale for completing an order. A facility fee is payable for this service. Current facility fees are published on our fees and charges page.

The Archive Service also reserves the right to ask for a copy of any publication which makes extensive use of documents held by the Service.

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