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 must be obtained in writing. Glamorgan Record Office will seek such necessary permissions on behalf of the company. A charge for this will be included in the facility fee.

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.

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 Glamorgan Record Office.

Documents will only be produced for filming where the risk of damage is minimal. Filming will take place during normal Glamorgan 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 Glamorgan Record Office. The filming and use of documents will, at all times, be supervised by Record Office staff. All filming must stop on request, and the office further reserves the right to withdraw a document from filming if it appears to be at risk. The general rules of the Glamorgan Record Office on use of archives apply. Glamorgan 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 right to insist on the use of "dummies" is reserved. These can be provided by the Record Office with adequate notice.

Use of the documents as artistic props must be avoided. Positioning of the documents will be undertaken by staff only. Documents will not be laid on top of one another for artistic effect. If such artistic effect is required, "dummies" must be used.

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

Correct acknowledgements must be made on the finished product.

Fees

The facility fee must be agreed in advance.

The facility fee will include the cost of hiring the premises, 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 staff.

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