You may want a copy of a document that we hold; this page will explain the various types of copies we can produce, and also why we may not be able to copy a document for you.

As archives are unique and irreplaceable, no copying can be carried out if it will cause any damage to the original document. The Essex Record Office will make every effort to provide copies of documents subject to this condition. You should also be aware that copyright restrictions may apply, for further details see the section called Information for the Media.

We are unable to provide detailed estimates of cost. However, staff can provide a general idea of prices.

Please note that copying is at the discretion of the staff; the safety and long-term preservation of the documents is always our first priority.

Photocopying, scanning and copies of microfilm and microfiche

We can provide photocopies of original documents if they are of an appropriate size and format. Please note that we cannot photocopy:

• Fragile documents. Many of these have already been identified and cannot be ordered.
• Documents (other than printed maps) larger than A3.
• Large volumes, manuscript or printed, which are heavy, tightly bound, fragile and either damaged (e.g. broken spines) or likely to be damaged by being placed on a copier.
• Parchment documents.
• Documents with seals or original fastenings.
• Rolled documents.
• Electoral registers from 1974. Registers before 1974 can be copied, subject to condition and size.
• Records normally available on microfilm or microfiche.
• Tightly folded items that are almost impossible to open flat.

We also have a book scanner which enables us to copy some documents that cannot be photocopied. These include some items larger than A3, but smaller than A2, some parchment and rolled documents and some volumes. A limit of 6 double pages of a volume can be copied using the book scanner. If more are required then digital copies should be ordered.

If you visit the Essex Record Office the staff will advise you as to what can be copied and by what means. If you are unable to visit in person then the best way to proceed is to download a copy of the photocopy order form, complete it with the relevant details and send it to the Essex Record Office. We will complete the order in the most appropriate and cheapest way possible. If a document is unsuitable for copying we will contact you to let you know and advise you of how else we may be able to help.

When completing the form it is helpful to give as many details as possible to enable the staff completing the order to be certain that they are copying the right items. For example, if it is an entry in a parish register the reference, the name of the parish, the name(s) of the individual(s) in the entry and the specific date are helpful. No searching can be carried out with a photocopy order so if you do not know the specific date of a parish register entry, then you must request a paid search.

Where a document is available on microfilm or microfiche, we will produce copies from the film or fiche.

If you are able to visit the Record Office in person then you can buy different values of copy cards from the searchroom staff. If you are unable to visit in person we can copy entries on microfilm or microfiche for you. Occasionally, it may be necessary to provide a certified copy of an entry, for example baptism entries are sometimes required for marriages, or vehicle licence register entries for registration purposes. The Archivist will certify that the photocopy produced is a true copy. A charge is made in addition to the charge for copying, postage and packing. Costs and methods of payment are given on the form.

Digital copies

We have a growing number of digital images available. Most of the digital images that are available are of estate maps, and a number can be seen on Seax. Where we already have a digital image this can be copied on to a CD. If we do not have a digital image we can produce one and copy it on to a CD. A charge is made for each image produced and then for the CD. A scale slip can be added if required, and we can produce either a .jpeg or .tif file. We can also produce the images in colour or black and white, or at a high, medium or low resolution. Please note that we are unable to produce Mac format disks.

Please contact our Reprographics Service for further advice.

Microfilm

The Essex Record Office can produce microfilms of documents. Where we already have a negative, the cost is only that of copying the negative. Where we do not have a negative then a charge is made for each page filmed, and then an additional charge for the reel of film. Please contact our Reprographics Service for further advice.

Microfiche

The Essex Record Office can supply microfiche copies of parish registers where the parish in question has given permission for us to do so and if the register is already available on microfiche in the Searchroom. The cost is charged per microfiche and an individual register will fill one or more microfiches. A search of Seax will indicate which registers we have for each parish and the covering dates. Please contact our Reprographics Service for details of the number of fiches for each register.