Ordering copies of sound and video recordings

What you can order

You can order digital copies of items in the Library's large collection of sound and video recordings. These include:

• audiotapes
• videotapes
• motion picture films
• DVD videos
• CDs
• MiniDiscs
• gramophone discs
• born-digital audio and video.

How to order

To order copies of recordings, you'll need to:  

1. Read this page carefully to understand prices, delivery times and copyright rules.
2. Complete and submit the online form.
3. Check the email we send you with the finalised cost and delivery times.
4. Pay for your order by card using the Library's secure payment portal.
5. If the items can be copied, we'll send them by email as an attachment or file transfer link unless otherwise agreed.

Types of digital file we supply

Library staff can choose the best type of digital file to send you. If you have specific requirements, find out more about the formats we copy and the types of digital file we supply.

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Contact us if you have any questions.

Information you'll need to provide

• your contact details
• details of the item from the catalogue
• any custom requirements.

You can order up to 10 items per form. There’s no limit to the number of forms you can submit. After you've submitted the form, we’ll check it to confirm that the material can be supplied.

Prices

• The table shows general prices for each format.
• For more details about formats we can copy and how we provide files, select the more information links.
• Prices include 10% GST. Orders from outside Australia are exempt from GST.
• Prices and terms are subject to change. We’ll email you the finalised costs after we've reviewed your order.

Delivery times

Standard delivery

We'll let you know the estimated delivery time when we've reviewed your order.

• For most items: approximately 15 days.
• For motion picture film: approximately 3 to 6 weeks.
• Large orders may take longer.

Express delivery

We do not guarantee we can offer express delivery. It depends on the condition of the source item, the size of the request and the volume of orders already being processed.

We'll let you know when we’ve reviewed your order.

• For most items: approximately 10 days.

How we set prices

• In general, rates are charged by the total duration of the files. This applies whether or not a physical item has been previously copied.
• The Library uses in-house staff and external providers to digitise collection items. When we need to use an external provider, we'll negotiate the price rate on a case-by-case basis.
• In most cases, there is a 30-minute minimum charge, with 15-minute increments added thereafter.
• Motion picture film is charged in 15-minute increments only.
• Optical media (CD, DVD and MiniDisc) and gramophone discs are charged by the disc.
• Born digital audio or video is charged by the title. Requests must be for an entire title unless otherwise negotiated.
• These rates are for a single file format delivered. For additional file formats, we charge $25 per format.
• You must pay when confirming your order. (After we've emailed you the finalised costs.)
• You'll need to pay delivery charges for physical media such as USB or hard disc drive.
• If material is in copyright, you must provide evidence of permission to copy with each request.

Special circumstances

The Library may reduce or waive costs in some special circumstances.

These include cases of:

• financial hardship
• public interest
• significant benefit to the people of NSW
• significant benefit to the Library.

We'll assess and negotiate requests on a case-by-case basis.

Cancellation policy

• There is a $25 cancellation fee for all orders.
• Express orders will have an additional $25 cancellation fee (making a total of $50).
• Standard orders may only be cancelled within 5 days of an order being submitted.
• Express orders may only be cancelled within 24 hours of an order being submitted.
• If we notify you of additional costs or delivery time and you choose to cancel the order, you'll receive a full refund.
• If we can't transfer an item due to its condition or the availability of required equipment, you'll receive a full refund.

Physical condition of recordings

Some items may be damaged or deteriorated. This means copying them will take longer and need more intensive treatment. This may also affect the quality of the digital file.

It may also lead to additional costs and longer delivery times than those shown in the table.

• We'll let you know if there are additional costs or longer delivery times before we start work on the transfer.
• In these instances, you can cancel the order at no charge.
• If we can't copy the item, we'll issue a full refund of the order cost.

Duration of recordings

The Library often only has estimates for the duration of sound or video recordings.

• Where the actual duration is less than 15 minutes longer than the estimated duration, the cost for the estimated duration will apply.
• Where the actual duration is more than 15 minutes longer than the estimated duration, we’ll adjust the cost accordingly. We'll notify you before we start work on the transfer, and you can cancel the order at no charge.
• Where the actual duration is less than the estimated duration, we'll adjust the cost accordingly.