Order collection items

How to order copies

There are two ways to order copies of collection items based on the record type you require.

Paper files and documents

You can identify and order copies of whole files through RecordSearch, the Archives' online collection database. Select 'Request copy' on the Item details screen and follow the instructions. You can pay for your order using the secure e-commerce facility and receive email confirmation.

Digital copy

If you order a digital copy, a scanned image of each page of the file and a searchable PDF will be made available online in RecordSearch. We will notify you by email (if provided) when the online copy is available, with a link to the item on the Archives website.

The Archives does not guarantee continued access to digital images. Very occasionally they are removed from RecordSearch.

Photographs

You can find and order copies of photographic images by searching for keywords or phrases through PhotoSearch, the Archives' photographic database. To purchase copies of images, select the 'Purchase Image' option and follow the instructions. You can pay for your order using the secure e-commerce facility and receive email confirmation .

For more information refer to the PhotoSearch fact sheet.

How will my order be delivered?

Delivery options vary depending on the record type you are ordering.

Paper files and documents

Digital copy

If you order a digital copy, a scanned image of each page of the file will be made available online in RecordSearch. We will notify you by email (if provided) when the online copy is available, with a link to the item on the Archives website.

The Archives does not guarantee continued access to digital images. Very occasionally they are removed from RecordSearch.

Print copy

If you order a print copy of a whole file, it will be posted to you in a presentation folder and a digital copy will be made available in RecordSearch.

Print copies will be posted to you by registered mail (within Australia) or unregistered mail (overseas)

Photographs

Digital copy

Digital copies of photographic images can be delivered in the following ways:

  • low resolution by email
  • high resolution on CD by mail
  • high resolution transferred by Secure File Transfer (SFT) via the internet.

Print copy

Copies of photographic images from the collection can also be printed in colour (if original is in colour) on semi-gloss photographic quality paper.

Print copies will be posted to you by registered mail (within Australia) or unregistered mail (overseas).

Charges

Paper files and documents

The service applies to paper files A3 size and smaller that are available for public access and listed on RecordSearch. They may be located in any state or territory.

Records larger than A3, boxes of cards, photographs, microfiche, audiovisual records and records in some other formats are not included in this service.

Charges for digital and print copies of whole files are applied to all files in a series based on the size of most files in the series. Prepayment is required for all orders.

The Copying charges fact sheet outlines all charges.

Photographs

Costs and modes of delivery for photographic images are outlined in the Copying charges fact sheet. Appropriate art working is included where required on all prints supplied. Copies of large format material greater than A3 size (maps, plans and large documents) can be provided as high resolution TIFF files on CD.

When will I receive my copy?

Within 30 days – for digital and print copies of whole records that have been cleared for public access (access status is Open or Open with Exception).

Within 90 days – for copies of records that have not been cleared for public access (access status of Not Yet Examined).

Find out more about the process for making records available to the public and how they enter the open access period.

All photographic images including high resolution and large format material will take approximately 30 days from receipt of payment, subject to availability.

Citing archival records

Citing archival records correctly helps us locate records and assist other researchers to find the records you've looked at.

Copyright

If you plan to publish, it is your responsibility to determine copyright ownership of the material, and to obtain permission to publish any records that are still subject to copyright.

Copyright National Archives of Australia 2014