Using the Archives
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Facilities
Documents will normally be made available within ten minutes of being requested.
Reading room tables are fitted with power points for laptop computers which readers are welcome to bring with them, provided their use does not disturb other readers. Pencils only may be used for writing by hand. A complete list of reading room regulations is available in the reading room. Wi-Fi is available for Eduroam users.
The ArchiveSearch catalogue (see link at right) is accessible from a terminal in the reading room. Naturally, good old-fashioned hard-copy catalogues of all the College and Modern archives are available in the reading room. The archivists are happy to advise researchers on their contents, and to try to help identify materials that will be of interest to researchers.
Disabled access
There is a lift in the building, which is accessed by telling the person who responds to the doorbell buzzer, that you require it. If you have questions or concerns about your ability to access our material please let us know, we may be able to help.
Taking photographs
Reader photography is allowed under certain conditions (see link at right).
Restricted access to sensitive records
Among the Modern Archives, restrictions are in force for a small quantity of personal letters of persons still living. Such restricted items may only be read with the permission of the author. Other restrictions may be in place as a condition of bequest or in deference to the interests of concerned third parties. Restrictions are normally listed at item level in the Modern Archives catalogues.
In addition, the following closure periods for certain records in the College Archives have been applied by a vote of the College Council:
- 30 years from date of creation for general administrative files (including building project files, subject and correspondence files), legal records and financial records;
- 50 years from date of creation for Governmental records (including minutes and papers of Council, Congregration, and Committees);
- 100 years from date of creation for personnel and personal records (including Tutorial files, staff and Fellows appointment files, personal financial records, and pensions).
The Freedom of Information Act 2000 gives you certain rights to access to information in these files but you must specify exactly what you want to see in order to fit within the time limit restrictions allowed under the Act, and you may incur charges for photocopies. Contact the archivists for further information.
Requesting copies of archival material
Copies of documents held in the Archive Centre are provided at the discretion of the Archivist and are subject to UK Copyright law. See our Guidance on Copyright, Reprography and Publication for further details (link below).
In some cases, documents bound into volumes and other fragile or oversize items may not be copied for preservation reasons.
We are unable to copy unpublished material written by T.S. Eliot unless you obtain permission from Faber and Faber, or to provide copies of photocopies held in the Archive Centre as part of an archive collection (e.g. some items within the Charleston and E.M. Forster papers).
Charges for copies of archival material
VAT is included in the prices below.
Fee for digital copies
| Each image/page copied | £1.80 |
| Each image/page copied - high resolution | £3.60 |
| Handling fee – charged per file/volume | £18.00 |
Digital orders up to 1.9GB (gigabytes) are sent with no further charge. A £12 fee is incurred for each additional 1.9GB (or part thereof) sent.
Fee for hardcopy printouts
The above digital copies fees are charged in addition to the following:
| Each image/page printed (A4 or smaller) | £1.20 |
| Each image/page printed (up to A3 size) | £2.40 |
Postage
| Postage for orders up to £15, within the UK | £6.00 |
| Postage for orders up to £15, outside the UK | £12.00 |
| Postage for orders £15.01-£35, within the UK | £9.00 |
| Postage for orders £15.01-£35, outside the UK | £18.00 |
For larger orders an increased fee will be charged. Please get in touch for a quote.
How to order copies
To order copies of documents held in the Archive Centre, first review our Guidance on Copyright, Reprography and Publication. Once you are satisfied there are no restrictions on the material you wish copies of, contact the Archivist with the full reference numbers of the items you require, your country of residence, and email address.
We will then send you a reproduction order form and a quote for the total amount payable.
Payment must be made in pounds Sterling by UK or international bank cheque, UK electronic transfer, international money order, or credit card (only available for orders over £10). International bank transfers are charged an additional £6.50 administrative fee, ex-VAT.
Questions about using the Archive Centre
Archive Centre
King's College
Cambridge CB2 1ST
Tel: 01223 331444