The Use of Archives by the Media

Lancashire Record Office requires advance notice of the intended use of original documents during filming. It is advisable for a member of the production team to arrange a meeting with the archivist at least 2 weeks in advance of the intended filming (earlier in the case of large scale filming, such as for a Time Team or similar programme) to discuss intended use, although this may be possible over the phone.

The facilities (Lecture Room) at Lancashire Record Office must be booked at least 3 weeks in advance of the intended filming (subject to availability). It is advisable for a member of the production team to visit the Record Office to assess its suitability as a location for filming. It is the responsibility of the production team to confirm such suitability.

Permission from the owners of any documents to be used in filming (other than those owned by Lancashire County Council, Blackburn with Darwen Borough Council, or Blackpool Borough Council) must be obtained in writing. Lancashire Record Office will seek such necessary permissions on behalf of the company. Requests for such permissions must be made at least 1 week in advance.

Accurate references for the final selection of documents to be used during filming are required at least 2 days in advance of the intended filming. It is advisable for a member of the production team to visit the Record Office and consult the catalogues for this purpose.

In exceptional circumstances, the archivist may carry out research to identify suitable documents. A charge will be made for this service, and advance notice of at least 1 week is required.

A limited number of documents will be permitted for use during filming, at the discretion of the archivist. Once a request for the final selection of documents has been received, no further documents will be produced, particularly not on the day of filming. This is not negotiable.

Use by Local News Media (Television, Radio and the Press)

Documents for use in local news items should be requested as far in advance as possible (ideally 4 days in advance to allow for permissions for use to be obtained in writing from owners).

All other requirements of the Lancashire Record Office as set out below apply.

Practical measures to be adopted during filming or other media use of documents.

An agreement to abide by the conditions set out in this document must be signed in advance. Filming will not be permitted without a signed agreement .

The security and physical safety of the documents is the priority of the Lancashire Record Office.

Documents will only be produced for filming where the risk of damage is minimal.

Filming will take place during normal Lancashire Record Office opening hours. In exceptional circumstances out of hours filming may be arranged, for an additional fee, dependent upon the availability of staff.

Filming will normally take place only in the Lecture Room at Lancashire Record Office. In exceptional circumstances, documents may be removed from the Record Office for filming, conditional on assurances in writing being provided with regard to security and insurance from damage or loss.

Filming of documents will be supervised by the archivist at all times.

All filming must stop at the request of the archivist.

The archivist reserves the right to withdraw a document from filming if it appears to be at risk.

The general rules of the Lancashire Record Office on use of archives apply:

No eating, drinking or smoking in public areas of the Record Office is allowed
No pens or writing implements other than pencil allowed near the documents
No adhesive substances allowed near the documents (including gaffer tape)

Lancashire Record Office emergency procedures apply - if the fire alarm sounds, filming will cease immediately and all persons will evacuate the building.

The documents must not be subjected to excessive heat. Cold lights should be used wherever possible.

Documents must be handled with care and respect. Handling by the production team must be kept to a minimum if it cannot be avoided. If extensive handling of the documents is required, the archivist reserves the right to insist on the use of "dummies", which can be provided by Lancashire Record Office with sufficient notice (at least 4 days in advance of the intended filming).

Use of the documents as artistic props must be avoided. Positioning of the documents will be done by the archivist only. Documents will not be laid on top of one another for artistic effect. If such artistic effect is required, the archivist reserves the right to insist on the use of "dummies" (see above).

Any weights, rests or protective materials provided by Lancashire Record Office for the safety of the documents must be used during filming. (Lancashire Record Office accepts that filming cannot take place through polyester protective sleeves, but insists that handling of documents that would otherwise be protected in this way is therefore kept to a minimum.)

Correct acknowledgements must be made on the finished product. Document references should be quoted and acknowledgement must made to both Lancashire Record Office and the owners of the documents.

Fees

The facility fee must be agreed in advance.

The facility fee will include the cost of hiring the lecture room, staff time, the use of utilities, the use of documents and/or "dummies", the cost of any preliminary conservation assessment and an acknowledgement of the professional expertise of the archivist.

Invoice payment details (where and to whom) must be provided in advance of filming.