Copying and publishing public records
Most original records held by PROV can be copied, except where copying would cause damage.
Making your own copies in a reading room
Researchers can make copies of records free of charge using their own digital camera, provided that conditions of use are observed.
Hand held scanners/portable scanners
Hand held or portable scanners are permitted to be used in the reading room to copy original records as long as these devices DO NOT come in contact with the record.
Please note: The use of personal equipment such as USB drives and external hard disk drives on IT systems and resources (including computers, digital cameras and scanners) provided for public use in the Reading Room is undertaken entirely at the user’s own risk. PROV does not accept any responsibility for any loss, damage or data corruption incurred as a result of the use of its IT systems or resources.
PROV cameras and scanners
We have provided digital cameras and scanners at the North Melbourne and Ballarat reading rooms that you can use to copy records that you have requested to view. Bring a USB stick or portable hard drive to save the images to when you visit.
Using a search agent
If you are not able to visit a reading room to view records and arrange your copy order, you may wish to hire a search agent to undertake this on your behalf. See Research Agents for contact details.
Using PROV's copy service
Copy orders can be placed in person at PROV’s reading rooms or online.
Step 1: Place an order for the records using your User Id and password (this allows us to retrieve the correct record from storage).
Step 2: Complete a form to Request a record to be copied.
Step 3: Pay for the copies.
• We will send you a credit card payment link for online orders.
• At the Victorian Archives Centre, payment can be made by Eftpos, credit card, cheque or money order. We cannot accept cash or payment by American Express. Please make cheques and money orders out to Public Record Office Victoria.
|Digital copies||Maps, plans or other oversized single-page documents||$22.20 each|
|Standard sized document – up to first 20 pages||$22.20|
|For every 30 pages following||$17.80|
|Paper copies||Standard sized document – for every 20 pages||$16.30|
|Fast-track priority queue (only available for standard documents under 20 pages)||Copied next business day*||$7.50|
|Copied same business day*||$15.00|
|Certification of copies (see below)||For each document certified add||$5.00|
|Postage Service||Type (or equivalent eg. 5 x A3 or 10 x A4||Charge|
|Envelopes||Large Letter format: up to 99 A4 pages||$9.00|
|Parcel format: 100-599 A4 pages||$17.00|
|Parcel format: 600-999 A4 pages||$21.00|
|Tubes||Price on application|
|DX||Up to 799 A4 pages||$2.00|
|DX||800+ A4 pages||$8.65|
|Overseas||Price on application|
|Registered mail an additional||$3.50|
We will provide copies of records to you within 25 working days if you have requested them using our standard service.
For some types of records, you can request that the order be fast-tracked. We will ask for an additional fee.
*Note that these timeframes are calculated from the time that we receive payment for the order.
Receiving your copy order
The form to request a copy suggests several methods of providing the completed copy to you, including postage, electronic delivery, or pickup from the Victorian Archives Centre.
Certified copies for legal purposes
Copies of public records produced by PROV can be certified for legal purposes by the Keeper of Public Records.
It is advisable to allow 10 working days for certification which is undertaken subject to the availability of the Keeper of Public Records. To ensure the integrity of certified records, copies of records will only be certified by the Keeper if the copy has been made by PROV and has not left PROV custody.
Obtaining permission to publish
Before a public record can be reproduced in a publication or exhibition, the written permission of the copyright holder must be obtained. Refer to Copyright For Researchers for information about the permissions process. You must also note down the citation details for the item you wish to publish and complete an application for permission to publish form. See here for guidelines on how to cite public records correctly.