Only registered staff members may make a request for a loan. The registration process requires authorisation from the administrative head of your organisation. You can register for this service using our Registration Form.

Once registered you can only request a loan for records that were created by your organisation. To make a request please fill out the Request Form.

Client details and archival references are needed for any records you wish you borrow. Delays will occur if incomplete or incorrect information is provided.

Only 10 records may be processed per week free of charge.

Your organisation may request up to 10 records free of charge each week.

You may also visit one of our reading rooms and view the record in person free of charge. For location see our contact us page.

You can view the full list of charges on our fees and charges page.

The client handles the organisation of secure collection and return of loaned records. Couriers or clients must sign upon collection. Records must be returned in the secure packaging provided.

Collection and return methods:

• In person collection from an Archives branch

• Signature required, secure courier If you have requested digital delivery of records, our team will email you with details of where to locate the digital file in Archway. This can be accessed using your log in details created as part of the registration process.

Our standard loan period is three months. This may be extended if needed but must be arranged on a case by case basis. Please contact us if you wish to extend your loan.

Once a record has been on loan for more than 6 months it needs to be inspected. This is to ensure that its condition is acceptable, and that it hasn’t been damaged. It is the client’s responsibility to cover transit costs.

If you fail to return a record on time and without an existing extension arrangement overdue fees will be charged. To view these costs see our charges section above.

Public records must be handled with care. This is so that they remain in good condition for current and future users. Nothing may be removed from or added to an record. You will be responsible for any costs involved with the repair of the record that has been damaged while on loan.

Public records can not be loaned to third parties. The registered client remains responsible for the safekeeping of any loaned records.

Failing to return a record is a serious matter, as is damage, loss or alteration of record. A client that breaches the loan conditions will have their access to the service reduced or suspended.