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General conditions for deposit of archives

The Norfolk Record Office (NRO) accepts records of public interest relating to Norfolk for care and preservation and for the benefit of research, either as a gift or on deposit.

Where records are on deposit, the depositor retains the right to withdraw all or part of the collections deposited by them upon reasonable notice and at their own charge, subject to the conditions following, or to any special conditions agreed upon at the time of the deposit.

Records accepted by the NRO will be produced for study by any bona fide researcher under conditions of supervision similar to those provided for the NRO's own records and during normal opening hours.

Special conditions may be agreed between the NRO and the depositor at the time of the deposit.

All reasonable care is taken of records placed in the custody of the NRO, but no liability for loss or damage to documents on deposit is accepted.

The NRO may take such measures for the administration of deposited or loaned records, as are professionally acceptable. This includes marking or numbering documents, arranging, packing or sorting them and their disposition in storage areas as may be suitable or convenient.

Records in need of conservation treatment may be included in the NRO’s conservation programme.

In the case of records being permanently withdrawn by owners or depositors, the NRO reserves the right to claim reimbursement of expenses incurred in storage, conservation, listing or administration of those records.

Records produced to searchers are so produced in accordance with the NRO's rules for the public use of records and archives.

Records may be reproduced for purposes of study, subject to copyright restrictions. Where records are reproduced by mechanical, photographic or other means, the office will decide what means are appropriate and permissible.

Records may be removed from the office by:

  • The depositor, under the conditions laid down here or in any special agreement made at the time of the loan
  • Staff of the NRO for any of the following purposes:
    • For conservation treatment
    • For the making of photographic or other facsimile copies for the purpose of preservation, exhibition or otherwise, the records remaining in the custody of a member of staff, or in the custody of some body or person appointed for this purpose by the NRO
    • For the purpose of exhibition arranged by the NRO, the records remaining in the custody of a member of staff, or in the custody of some body or person appointed for this purpose by the NRO
    • For deposit in other institutions offering similar standards, for the purposes of exhibition, etc, subject to the consent of the depositor
    • For production in a court of law, subject to the consent of the depositor