Accessing the archives

Our archives and special collections can be explored both physically and remotely. You can find out more by making an appointment to visit our Archives Research Room, searching our online catalogue, and accessing information through our enquiry and reprographics services.

Visit our archives and special collections

Please email the Archives team at archives@surrey.ac.uk to make an appointment to visit our Archives Research Room or with any enquiries.

Enquiry service

Our enquiry service is open to anyone and can provide basic information on the materials we hold, offer help on how best to search our catalogue and can suggest sources from our holdings for particular research. We can also explain the process of obtaining copies of material and can arrange group and individual visits to the Research Room and talks on our collections. The enquiry service is the first point of contact if you are interested in borrowing items from our collections for exhibition.

If you have an enquiry please email us at archives@surrey.ac.uk.

Any personal data collected through our enquiry service is kept in accordance with UK Data Protection Legislation. For more information about what we do with your personal data see our privacy notice.

Viewing archive materials

Due to the unique nature of archive material, our collections can only be accessed in our Research Room and you will need to make an appointment to view them. Items from the collections are not available for borrowing. Find out more about copying material.

Before you come to the Research Room please use our online catalogue to help you find relevant material and their unique reference numbers. To allow us to retrieve the items from the archive please email us (archives@surrey.ac.uk) the reference numbers, giving us at least 24 hours’ notice.

Please read our Research Room regulations before visiting.

Online resources

The Archives team have created online resources to support your use of archives and special collections:

  • Working with archives (PDF) explains what archives are and the practicalities of using them, as well as suggesting how you can effectively interpret archive material and use it to inform your own work
  • Referencing archives (PDF) outlines how to reference archives correctly in assignments and dissertations.

Reprographics and licensing

We can provide copies of material for personal research purposes and publication, in line with UK Copyright legislation and UK Data Protection legislation, and subject to the condition of the material and any restrictions agreed when the material was deposited. Digital photography permits are also available. Please email the Archives team at archives@surrey.ac.uk to discuss your reprographics request.

Type of copyingFee (inc VAT)
Photocopying in black and white up to A310p per image
Photocopying in colour up to A320p per image

Digital image file delivered via email (low resolution PDF for private study and non-commercial research only; not publication quality or for multimedia use).

Note - Additional charges may apply if images are required for purposes other than personal study and non-commercial research. Additional permissions will be required so please ask.

£2 per item and 10p for any subsequent pages
Handling / packing / postage fee, for postal ordersDependent on order

Photography permit: Use of a digital camera or phone camera in the Research Room, of archive material only for purposes of non-commercial research and private study only.

Because of copyright law, published reference books and topic files must be photocopied by staff and charged at photocopy prices.

£5 per day

£10 per three days

£2.50 per session for students

Research time charge

(Minimum one hour at a time)

£25 per hour

A Copyright Declaration form must be completed and signed ahead of any copying of materials.

Type of publicationFee per image (inc VAT)
University of Surrey undergraduate and postgraduate dissertations/theses/presentations and staff lecture use

No fee

(digital image file charge of £2 applicable)

External undergraduate and postgraduate dissertations/theses/presentations and external lecture use£10
Physical/electronic publication (book/magazine/article/brochure/catalogue) with single language/one country rights£25
Physical/electronic publication (book/magazine/article/brochure/catalogue) with world rights£50
Publication cover£100
Educational website£25
Commercial website£50
Single use on television/film (one country rights)£100
Single use on television/film (world rights)£100
Repeat use on television/film (one country and 5 year rights)£100
Repeat use on television/film (world and 5 year rights)£100
Promotional use (including merchandise and publicity for exhibitions, conferences etc.)£50
Exhibition loan feesA separate schedule of charges for exhibition loans is available upon request.

Please note: 

All publication fees are for one-off use only and the fee applicable will be determined by archives and special collections staff following supply of full information about intended use.

A publishing licence must be completed and signed and fees paid for (where required) with terms and conditions fully understood before orders can be processed.

Please contact the Archives and Special Collections (archives@surrey.ac.uk) to discuss your requirements if your intended use is not listed.

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Archives and Special Collections
Ground level, Library
University of Surrey
Guildford
Surrey
GU2 7XH