Reprographic Service
About the Service | Prices | Service Restrictions & Conservation Considerations | Digital Copy Service | How to make your order
Please note that we are experiencing technical problems with our digital imaging equipment at the moment, leading to significant delays. These problems do not effect orders for photocopies or orders for paper copies from microfilms, so the vast majority of requests can still be completed promptly.
About the Service
The reprographics service offers copies of documents for personal, private study. If you require documents for a commercial purpose, or are seeking permission to publish images or transcriptions of Borthwick material please contact:
The Office Manager, Borthwick Institute, University of York, Heslington, YORK, YO10 5DD. (01904) 321160.
If you require images you may like to consider visiting the image library at Heritage Image Partnership, who host several hundred images from the Borthwick's collections.
Restrictions on Copying
Please note that although most types of documents can be copied for study purposes, there will be occasions on which we are not able to make copies. These include when the owner has prohibited copying, when data protection would be infringed, when copyright law would be broken, and when the document itself would be damaged by the reprographic process. Staff will inform you if any of these are likely to be a problem. You may well be required to sign a copyright form before we can supply you with document copies.
Conservation Considerations
Nearly all reprographic processes expose archive materials to stress and possible damage. For this reason where a surrogate copy of archive material already exists, copies will be made from the surrogate rather that the original. This means that copies of parish register entries, and of wills and administrations will be made from microfilms of these records.
Bound volumes are not suitable for photocopying. On occasions they may be suitable for scanning or conventional photography. We will give specific advice depending on the item.
Some paper or parchment documents require conservation work before they can be copied. If this is the case the copying charge may include a contribution to the cost of this work.
Very occasionally a document is not suitable for any kind of copying. If you cannot come and see it in person, it may be possible for us to transcribe it for you , under the terms of our research service.
Prices
The prices shown below include VAT. Additional postage charges may be applicable - see individual entries. Where postage and packing is included in the price, this covers second class postage (or surface mail for overseas mailing). We have a minimum charge of £2.50.
For more information about our copying services see our leaflet about archive copying.
You will need Adobe Acrobat Reader to access the order forms.
Probate Records (wills and administrations)
Paper copy of registered will from probate register (or administration details/ tuition / curation from Probate Act Book where applicable) (these paper copies will be made from microfilms of the probate registers / act books) £5.00 incl. VAT + P&P (£4.35 before VAT)
Paper copy of probate bundle £10.00 incl VAT + P&P
Scanned copy of probate record, (supplied on CD) greyscale, £8.00; colour, £12.50 incl. VAT + P&P (£6.90 / £10.87 before VAT)
Please note that if you ask us to search for probate records which do not exist you will be charged a small search fee. The fee is £2.50 per person searched for a period of 1 year after the date of death or burial you supply. As an alternative you can search a large part of the indexes at British Origins. This site hosts the indexes to the Prerogative and Exchequer Courts of York 1731-1858, indexes to all the probate material before 1500 and all the peculiar probate court indexes. There is also a facility for ordering a paper copy of probate records via Origins. More index material will be added to the Origins web site over the next months.
Marriage Bond / Allegation
Paper Copy, price per marriage £5.00 incl. VAT + P&P (£4.35 before VAT)
Scan, price per marriage, supplied on CD greyscale £8.00; colour £12.50 incl. VAT + P&P (£6.90 / £10.87 before VAT)
Please note that if you ask us to search for a marriage bond that does not exist you will be charged a small search fee. The fee is £2.50 per search.
Copy of an entry in a parish register.
You will need to provide the name of the parish, the date of the event and enough details of the parties to make the entry identifiable. If you do not have enough information you may need to request a search of the parish registers first under the terms of our Postal Research Service.
Paper copy made from microfilm (For preservation reasons we only make copies from microfilms of registers, and therefore we can provide prints only when registers have been filmed). £5.00 incl VAT + P&P (£4.35 before VAT)
Scanned entry from register
greyscale £8.00; colour £12.50 incl. VAT + P&P (£6.90 / £10.87 before VAT)
Ordination papers (deacon or priest)
Photocopy £5.00 incl. VAT + P&P (£4.35 before VAT)
Scanned ordination papers, per ordination (deacon or priest), supplied on CD. greyscale £8.00; colour £12.50 incl. VAT + P&P (£6.90 / £10.87 before VAT)
Other photocopying
Please note that a minimum charge of £2.50 applies to all orders. Postage and packing charges apply on top of these prices.
A4 black and white photocopy 30p (26p before VAT)
A3 black and white photocopy 60p (52 p before VAT)
A4 colour photocopy £1.50 (£1.30 before VAT)
A3 colour photocopy £3.00 (£2.61 before VAT)
other paper microfilm print-outs 60p (52 p before VAT)
Postage will be calculated for each order.
Special Collections
For full details see our special collections copying leaflet.
Scanning
Note that prices for common categories of document (probate records, marriage bonds, parish register entries / ordination papers) are given above. For other archive material:
Scanning up to A2 size, colour
up to 3 images on CD £12.50 (£10.87 before VAT)
4-10 images on CD £20.00 (£17.39 before VAT)
11-20 images on CD £35.00 (£30.43 before VAT)
21-30 images on CD £50.00 (£43.48 before VAT)
31-50 images on CD £65.00 (£56.52 before VAT)
Scanning up to A2 size, greyscale
up to 3 images on CD
4-10 images on CD £15.00 (£13.04 before VAT)
11-20 images on CD £25.00 (£21.74 before VAT)
21-30 images on CD
31-50 images on CD £45.00 (£39.13 before VAT)
For very large orders, over 50 pages from one volume, or for scanning of your own material, please contact the Office Manager for details about pricing.
Traditional Photography and Digital Imaging
Please contact the Office Manager to discuss your requirements. We can provide images in many sizes and media. Price on Request.
Printing Digital Images
If you would like us to print the images out for you, please let us know:
A4 £5.00 (£4.35 before VAT)
A3 £7.00 (£6.09 before VAT)
A2 £15.00 (£13.04 before VAT)
A1 £25.00 (£21.74 before VAT)
Delivery charges
Delivery charges for paper copies of probate records, marriage bonds, parish register entries and ordination papers are included in the prices given above. For all other orders the following apply:
up to 20 A4 sheets £1.20
21-50 A4 sheets £1.70
51-100 As sheets £2.70
Photograph (up to A4) £1.70
Photograph (over A4) or anything else needing a postal tube £2.80
We offer a digital copy service, using an overhead scanner which can deal with material up to A2 in size, and which has a book cradle to allow the safe scanning of bound volumes. Prices for digital images of archive material are shown above under the relevant document types.
We are happy to consider digitising a variety material - please contact us if you have something of your own you would like digitising and we will give you a quotation. See our leaflet Copying Whole Manuscripts and Books for more details.
Images for study will normally be supplied in full colour at 200dpi - adequate for study on screen or to be printed out at home, but please note the quality of print-outs is dependent on the quality of your printer, your inks and your paper. If you would like us to print digital images out for you see the section above concerning Printing Digital Images. We will normally supply images a jpegs, but occassionally we will supply as Acrobat files.
However, we are able to produce images of different formats, resolutions, as well as in greyscale and bitonal (black and white). Please let us know if you would like anything specific.
Note that digital images of our archives are supplied for your personal, private, non-commercial study, and you are not permitted to duplicate publish or distribute these in anyway without our express written permission. Please contact the Office Manager if you need images for publication or distribution.
How to make your order
Please note that many of our probate records (medieval to 1500, Prerogative and Exchequer court of York 1733-1858 and peculiar probate records can be ordered on-line via Origins.net.)
By email. Please email us details of what you would like a copy of, giving us as much as you can in the way of document references and dates. Let us know what kinds of copies you can use (paper, digital images) and we will get back to you. On some occassions you will be sent a copyright form to fill in and sign before we can proceed. If we can help we will email you with a price and an order reference for you to pay on-line. If you cannot pay on-line you can send a cheque. Email your enquiry now.
By post. Please send us a letter detailing what you would like a copy of, giving us as much as you can in the way of document references and dates. Let us know what kinds of copies you can use (paper, digital images) and we will get back to you. If you have an email address please let us know as we would prefer to reply by email. Once we have priced up your request we will send you a proforma invoice which you can pay by post or at our on-line shop. You do not have to use a form but those below will guide you in what kind of information we need you to tell us.
Click here for a probate order form for you to print off and fill in.
Click here for a marriage bond/allegation order form for you to print off and fill in.
Click here for a parish register entry copy order form for you to print off and fill in.
Click here for a general copying form for you to print off and fill in.
By phone. If you would like to talk to someone about your order before you make it please phone the searchrooms on 01904 321166. Please note that our searchroom line can get very busy so we recommend that you email us with your query. Emails are answered in rotation.