Placing a copy order in a reading room

Copy orders, using methods outlined below, are placed in person at PROV’s reading rooms as PROV is unable to provide copies of records in response to phone or written requests.  Copy orders placed through PROV contain a written citation identifying the record.  See the ‘Certified’ section further on in this PROVguide if you require information about certification of records.

Placing your copy order

Step 1: Order records via PROV’s online catalogue and visit the relevant reading room to view records

Step 2: Complete a copy order form available from the copying desk

Step 3: Pay for copy order, and postage or certification if required, by 4.30pm for the standard copy service, or by 3pm for the same-day fast-track photocopy service.

At the Victorian Archives Centre payment can be made by cash, Eftpos (minimum $5), credit card (minimum $10) cheque or money order.  PROV cannot accept payment by American Express.  Please make cheques and money orders out to Public Record Office Victoria.  At the Ballarat Archives Centre payment is by cash only.

Receiving your copy order

Completed photocopy orders placed at the Victorian Archives Centre can be picked up from the information desk.

If placed at the Ballarat Archives Centre completed copy orders can be picked up from the BAC reading room (9.30 – 4.30, Mondays and Tuesdays, except for public holidays).

If postage has been ordered and paid for copies will be posted to the nominated address.

Photocopies

• The standard photocopying cost is 65 cents per page plus a postage fee if postage required.
• Photocopy orders are completed within 25 working days at the Victorian Archives Centre.  Photocopying is undertaken on demand at the Ballarat Archives Centre (9.30am – 4.30pm, Mondays and Tuesdays, except for public holidays).  Ballarat staff will advise on a timeframe for copy orders.
• Records larger than A3, fragile records, photographs and volumes cannot be photocopied by PROV.  As files are not taken apart to be photocopied, PROV cannot guarantee the reproduction of a full page in a file, such as where the binding restricts the page from being fully opened.

Fast track photocopy service

PROV offers a fast-track photocopying service for orders up to 20 pages.  In addition to the 65 cents charge per page, the following charges and conditions apply:

Same day

• $15.00 fast-track fee
• Same-day orders need to be placed by 3:00pm
• Copying will be completed by the end of the day; 4.30pm

Following day

• $7.50 fast-track fee
• Copying will be completed by 1pm the following day

Digitisation

PROV can make high resolution digital copies of records suitable for publication or exhibition.  Before a public record can be reproduced in a publication or exhibition, the written permission of the copyright holder must be obtained. Refer to PROVguide 25 Copyright For Researchers for details.

• Digitised image files are $15.00 each
• Digitised images can be emailed or provided on a CD (see below for postage charges)
• Digital orders are completed within 10 working days
• Large format photocopying

Requests for digitised images must be completed using the Application for digital images for you to complete and either scan and email, or fax (+613) 9348 5656 to PROV.  Digital copies of records are $15.00 (Aus) each.  Copies are provided on cd as .tif files or emailed to you as .jpegs.   You can pay with a credit card by emailing us your credit card details, or you can post a cheque with your application.

To help us ensure that we are providing you with the correct image, please send a copy if available, with your order form and payment.

Our postal address is:
Reference Services
Public Record Office Victoria
PO Box 2100
NORTH MELBOURNE   VIC   3051

Large format photocopying

Large format copying is undertaken by an external copying service provider to PROV using an overhead photocopier.  The prices given are for black and white prints and are based on the size of the copy.  Prices for colour copying are available on application.

• There is a minimum charge of $12.50 to cover handling and set-up costs.  For example, for one A3 copy, the price would be $12.50.  (Additionally, see postage prices below.)
• Orders are couriered to the copying service provider on Thursdays.  Copying is usually completed and couriered to PROV on the following Thursday.  However it is advisable to allow for 15 working days for your order to be made available to be picked up or posted.

Photographic reproduction

Reproduction of photographs is undertaken by an external service provider to PROV.  Prints are made on glossy paper unless matte is specified.

• When multiple prints of the same item are ordered, the first will be charged at the quoted price but all subsequent prints will cost 30% less.
• Orders are available for pick up or posted within 15 working days (see postage prices below).

Postage and handling