Prince Charles on a visit
Terms and conditions for filming at The National Archives
This information is important. Please read it thoroughly before you contact us to arrange filming.
Making a request to film
The National Archives welcomes the opportunity to display records on film and television. However, we are a working archive. Our service in delivering documents to the public must take priority, so unfortunately we are unable to meet all of the many requests we receive for filming.
In most cases we will grant permission to film records we hold if:
- The National Archives is credited during the programme itself, on screen and in the script (not just in the closing credits), as the source of the records
- Certain other conditions are met. These mainly relate to the care of the records, which are unique and irreplaceable.
Requests for filming must be made in writing, on headed paper or from your official email address. Write to the Press and Communications Department, The National Archives, Kew, Richmond, Surrey, TW9 4DU, email press@nationalarchives.gov.uk
or fax us on +44 (0) 20 8392 5295. Please send us your request as far in advance as possible, giving at least 10 working days' notice. This allows us to check the conditions of the documents and make the necessary arrangements.
- Please complete the filming application form at the end of this terms and conditions document (Word document, 71.00kb)
In your request, say:
- Why you want to film
- Which documents you want to film (including The National Archives reference numbers. You can search for these online in our Catalogue)
- Broadcast fees will apply, please see: ´Reproduction fees´ below
- Whether any interviews will be taking place
- In which areas of The National Archives you wish to film
- How many people there will be in the film crew (including interviewees)
- When you propose to do the filming. Please give us alternative dates, as a member of our press staff will have to accompany you at all times while you are filming and we may not have anyone available on your preferred date.
- What time you expect to arrive and how long you expect the filming to take. (Our experience is that film crews often underestimate this: please allow sufficient time to reach our building in heavy traffic, and sufficient time to set up and clear up).
The National Archives reserves the right to refuse permission.
Identifying the records you wish to film
Top of pageThe National Archives cannot undertake detailed research into the documents we hold, and so you must identify the documents you wish to film (we are unable to do this on your behalf).
To ensure that they are ready when you arrive, you must order all documents in writing (by email or fax) at least FIVE working days in advance (via the Press and Communications Department). No additional documents can be ordered on the day of filming.
You can search our online Catalogue. You can also telephone the contact centre on +44 (0) 20 8392 5200 for general advice on finding documents in the Catalogue. Reader advisers can advise you about the different types of records and the sources relevant to particular subjects.
For a list of independent researchers who do research at The National Archives, look at our Independent Researchers list.
Advice and detailed finding aids are available in our reading rooms. These are open to holders of readers' tickets from 09:30 to 17:00 on Mondays, Wednesdays, Fridays and Saturdays; 10:00 to 19:00 on Tuesdays; and 09:30 to 19:00 on Thursdays. For a reader's ticket, please bring your passport, driving licence or other appropriate proof of identification.
Practicalities
Making a preliminary visit
We strongly advise that you make a preliminary visit to look at where filming can take place, to ascertain timing, lighting requirements and so on. There is no charge for this.
Where you can film
- To avoid disturbing readers, filming in the reading rooms is restricted to one particular area during opening hours. Known as the school visits room, this is an area of the reading rooms sealed off by glass. Filming in this area must be requested in advance, and is subject to the same rules and regulations as the reading rooms.
- Filming in the repository (document storage) area must also be requested in advance and is subject to special arrangements and conditions
- Although the school visits room and the repositories have been used satisfactorily by many film crews, they are both working environments so the needs of staff and readers come before those of the film crew and there is a tendency for these areas to suffer from background noise
- We can sometimes provide a quiet room for ease of filming documents and for interviews and doing pieces to camera etc
When you can film
Filming should take place in The National Archives premises between 09:30 and 16:30, Monday to Friday. The crew must be off site by 17:00.
Filming out-of-hours can sometimes be arranged but would have to be negotiated well in advance.
Who can film
You must let us know in advance the names of the people in the crew who will visit The National Archives, including any presenters, interviewees and researchers. There is limited parking space and we cannot guarantee to reserve spaces.
All members of the crew will need to have readers' tickets. Anyone without a reader's ticket should bring his or her passport, driving licence or other appropriate identification.
How you can film
We do not allow documents to be removed from The National Archives for filming.
All filming on the premises must be supervised by National Archives staff. The National Archives reserves the right to terminate filming at any time if the officer in charge is concerned that the terms and conditions are not being met or that the filming is deviating from the agreed schedule or context.
The crew should stay with a staff member while in the non-public parts of the building and wear their visitor passes at all times. Smoking is not permitted anywhere inside The National Archives' buildings.
No drinks or food of any kind, including chewing gum or sweets, are allowed near the documents. When filming a shot in which someone appears to be studying a document then the rules of the reading room (use of supports, pencils only etc) must be observed.
Protective gloves (which we can supply) must be worn when filming with original documents, whether or not they are being handled. The National Archives has a policy to always show best practice when filming with original documents so white gloves must be worn at all times while cameras are rolling. This demonstrates to viewers that The National Archives takes very seriously its responsibilities for looking after the nation´s historical documents.
We understand that using white gloves may be awkward or uncomfortable when working with original documents but we trust that film crews will offer The National Archives their full support and co-operation of our best practice document handling procedures whilst filming. If a film crew does not feel that they can follow our document handling policy you must be aware that we may have to stop the filming taking place.
If you would like document handling training before agreeing to film at The National Archives, please let us know as we would be happy to arrange a session for you.
Fees
We charge a filming supervision fee and for any additional expenses we incur as a result of the filming. These are set out below. In certain circumstances a conservation specialist will need to be present during the filming and an additional fee will be payable.
Please contact the Press and Communications Department for an estimate. Please note that fees are charged from the moment the crew is met by the member of staff until the crew leaves, unless by explicit arrangement otherwise.
*For supervision purposes the term 'crew' covers both technical and non-technical personnel, plus any presenters, researchers or interviewees.
Our basic fees breakdown is as follows. For out- of- hours filming, or larger film crews, the fee is negotiated on separate basis.
| Radio recordings | £80 per hour | ||
|---|---|---|---|
| Documentaries/educational films | Filming in any areas | Interview with staff | Presence of conservator |
| Crew of 1-4 | £200 per hour | +£50 per hour (minimum £50) | +£30 per hour (minimum £30) |
| Crew of 5-6 | £250 per hour (minimum £120) |
+£50 per hour (minimum £50) | +£30 per hour (minimum £30) |
All these figures are subject to an additional Value Added Tax (currently 15%)
Reproduction fees
The use of images from the records, including photographs, requires permission from The National Archives image library, which will charge a fee.
Reproduction fees apply to all documents held by The National Archives which are used in the broadcast version of your programme.
The fees are determined by the number of transmissions and the breadth of the rights required. Fees are discounted for more than one image used in a programme or series.
It is your responsibility to contact Paul Johnson or Hugh Alexander in our image library (Telephone number: +44 (0) 20 8392 5225; Fax number: +44 (0) 20 8487; Email: image-library@nationalarchives.gov.uk) when you have edited the final version of your programme, to determine and pay the reproduction fees.
Filming and the care of documents
Documents are easily damaged and so they must be handled as little as possible. Excessive exposure to light is also dangerous, and the lighting levels and periods of exposure must be kept to minimum. Every effort must be made to ensure that documents are not exposed to strong lighting for extended periods of time while filming. Please remember to switch off additional lighting when the camera is not rolling/between takes. You must not make a mark of any kind on any documents, or attach any adhesive, such as Post-it notes. Pages may not be removed from documents unless agreed to and undertaken by the supervising officer.
We will supply book-rests, backboards and other materials necessary for the display of documents if you specify them in advance. Our documents are valuable and irreplaceable so we have to impose restrictions on how they are handled. The National Archives Collection Care department can be on hand to arrange documents onto handling/library aids and give guidance on how to handle the documents. We can also send you information leaflets and arrange training on document handling in advance of your visit if you would prefer. We will provide protective gloves that must be used when filming with our most valuable documents or when an individual is in shot with any documents shown on camera.
Equipment used by film crews in The National Archives
The National Archives reserves the right to determine the suitability of all equipment used in filming, including its electrical safety. No equipment without a current valid safety certificate or which does not conform to the Safety Regulations of the Electrical Institute of Great Britain and suitable British Standards may be used on the premises. No lights or equipment may be clamped to any fixed furnishings.
The capacity of the electrical circuits which concerns film crews is that of any one 13 amp safety socket, ie just over 2 kilowatts. In terms of arc or spotlighting this would be up to 1 x 2000 watt lamp or 2 x 1000 watt lamps (on a linked plug) on one 13 amp outlet. Multi outlet adaptors are forbidden even where the total wattage rating is within the 2 kilowatt guideline. Not more than 2 x 2000 kilowatt pieces of equipment should be put onto one ringmain as the overall fusing will be insufficient.
Insurance
All film crews must provide evidence that they are adequately insured. Any damage arising out of filming of National Archives material either of persons or objects will be the responsibility of the client. We shall ask for a copy of your insurance schedule when you request permission to film.
Copyright
Filming and photography
Access for filming of public records is given with the authority of the Keeper of Public Records, under s.49 of the Copyright, Designs and Patents Act 1988. In many cases, the material copied is still subject to copyright. Access is given on the understanding that it is the responsibility of those making the film or photographic copies to ensure that subsequent use of the copies does not infringe copyright. For further guidance on copyright please contact our copyright officer on +44 (0) 20 8392 5381 or email copyright@nationalarchives.gov.uk.
Copyright of non-public records held in The National Archives is subject to greater restrictions. We may have to refuse access for filming or photography of such material unless permission has been obtained from the holder of the copyright.
Use of material
Crown copyright material among the public records may be broadcast freely although an acknowledgement of the source of the material must be made.
The National Archives cannot give permission for the use of material that is not Crown copyright, or advise on the current ownership of any copyright which may still subsist in it.
No copyright application is required for general views of records in which detail of the contents does not appear on the screen.
Transmission
The National Archives must be credited on screen, and in the script, during the broadcast programme as the source of the records.
Please inform The National Archives of the date and time of the proposed broadcast and forward to us a VHS videotape of the programme.
For further information please contact the Press and Communications Department on +44 (020) 8392 5277 or email press@nationalarchives.gov.uk.
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