The National Records of Scotland (NRS) welcomes requests to film, record or photograph within our buildings and collections. As a working archive, our priority is public access to records and their long term preservation. Permission to film or record is entirely at NRS’s discretion, and we may decline requests where they cannot be supported alongside our operational, conservation or statutory responsibilities.
How the process works
Submit a request
To request filming, you must submit an Application & Booking Form (Schedule 1) with sufficient detail about:
your production and intended use
proposed dates and locations
crew size and equipment
materials or areas you wish to film
Download the Application & Booking Form - Filming, photography and recording at NRS.
Assessment
NRS will assess your request, including:
availability of spaces and staff
condition and suitability of materials
conservation requirements
safety and operational considerations
You may be asked to provide:
Approval and booking
If your request is approved, NRS will issue a Booking Confirmation setting out:
approved dates and locations
approved materials (if applicable)
any operational restrictions
the applicable Charges
Filming must not take place unless and until a Booking Confirmation has been issued.
Preparing for filming
Please see the Operational Guidance (Schedule 4) for details of identifying suitable records and preparing for your visit.
Please note:
We recommend allowing sufficient notice for requests, particularly where archival material is involved.
Not all documents or spaces will be suitable for filming.
NRS may be unable to accommodate short notice or complex requests.
Contact
For enquiries, contact us through our online form.
Terms & Conditions for Filming, Recording and Photography
(1) THE KEEPER OF THE RECORDS OF SCOTLAND AND THE REGISTRAR GENERAL OF BIRTHS, DEATHS AND MARRIAGES FOR SCOTLAND, whose office(s) are at General Register House, 2 Princes Street, Edinburgh, EH1 3YY (“NRS”)
and
(2) Any applicant who submits an Application & Booking Form which is accepted by NRS (the “Client”).
A. These Terms and Conditions set out the basis on which NRS may permit filming, recording and/or photography from time to time.
B. These Terms and Conditions shall apply to each Activity requested by the Client and confirmed by NRS in a Booking Confirmation.
C. A binding contract is formed each time NRS issues a Booking Confirmation, incorporating these Terms and Conditions, the relevant Application Form (Schedule 1), and any applicable Schedules.
D. The Client shall be deemed to have accepted these Terms and Conditions upon:
submission of an Application & Booking Form; and/or
acceptance of a Booking Confirmation; and/or
undertaking any Activity.
1. Definitions
- Activity: the filming, recording and/or photography authorised under this Agreement.
- Booking Confirmation: NRS’s written confirmation (email is sufficient) that sets the Date(s), Location(s), Crew size, Approved Materials List, and Charges, and incorporates the Application Form (Schedule 1) and the Pricing Schedule (Schedule 2).
- Approved Materials List: the specific documents/objects/areas that NRS has approved for the Activity.
- Charges: all fees and costs payable by the Client under this Agreement (see Schedule 2).
- Operational Rules: site‑specific conduct/safety rules (Schedule 4), as updated by NRS from time to time.
- IP: copyrights and related rights in any NRS materials.
- Permitted Use: the specific programme/production and purpose described in the Booking Confirmation and the licence in Schedule 3.
2. Contract formation and precedence
2.1 No permission unless and until NRS issues a Booking Confirmation after it has received and accepted: (a) a completed Application Form; (b) a suitable Risk Assessment and Method Statement (RAMS) and equipment list; (c) proof of insurances; and (d) cleared advance payment (where required). Filming must not commence before this point.
2.2 If any document conflicts, the order of precedence is: (i) these T&Cs; (ii) Booking Confirmation (including Approved Materials List); (iii) Schedules; (iv) the Client’s documents (if accepted by NRS in writing).
3. Permission scope
3.1 NRS grants the Client a revocable, non‑exclusive, non‑transferable permission to access the Location(s) solely to carry out the Activity on the Date(s) for the Approved Materials List.
3.2 NRS may impose reasonable conditions or restrictions at any time for conservation, safety, security, privacy or operational reasons.
3.3 Access is limited to the crew and equipment notified and approved in advance. NRS may refuse entry or require removal of any person or equipment not on the approved list.
4. Approved materials and third‑party rights
4.1 The Client must submit the proposed materials/areas list in time for NRS assessment. The Approved Materials List forms part of this Agreement—filming outside that list is not permitted.
4.2 For items not owned by NRS or not in Crown copyright, the Client is solely responsible for obtaining and keeping all necessary permissions and licences and must provide written proof if requested. NRS’s permission does not grant third‑party IP rights.
4.3 NRS may refuse or withdraw permission where third‑party rights are unclear or permission is not evidenced.
5. Conservation, handling and environmental control
5.1 The Client must comply with all conservation handling instructions given by NRS staff. NRS may require that only NRS staff handle specified items.
5.2 NRS may reduce lighting levels, limit exposure, restrict equipment placement, or refuse access to any material considered fragile or at risk.
5.3 Any breach of handling or conservation instructions is a material breach allowing NRS to suspend or stop the Activity immediately.
6. Safety and RAMS
6.1 The Client must provide suitable and sufficient RAMS, an equipment list, and evidence of PAT (where applicable) by the deadline stated in the Booking Confirmation.
6.2 The Client is responsible for the safety of its personnel, contractors and equipment and must comply with all reasonable directions of NRS staff.
6.3 NRS may at any time: (i) require modifications to working methods/equipment; (ii) refuse or withdraw access; or (iii) stop the Activity if unsafe practices are observed.
7. Security and access control
7.1 The Client must supply full names of all attendees and present government‑issued photo ID on arrival. NRS will escort the Client at all times and may refuse or revoke access for security reasons.
7.2 The Client must comply with sign‑in procedures, access restrictions, and prohibited‑items rules. Unauthorised access to restricted areas is a material breach.
8. Conduct and prohibited activities
8.1 No smoking or vaping anywhere on NRS premises (including roofs and external areas used for filming). Breach may result in immediate cessation of filming and withdrawal of permission.
8.2 No food or drink in any room containing archival materials or as otherwise directed by NRS.
8.3 No open flames, pyrotechnics, haze/fog containing glycols, oils or resins, or any special effects unless expressly approved in writing by NRS in advance.
8.4 The Client must not depict NRS materials or premises in a defamatory, misleading or damaging manner, or imply NRS endorsement of the Client or its programme.
9. Equipment, lighting and power
9.1 Lighting must comply with conservation limits notified by NRS. NRS may vary or reduce limits at any time for conservation or environmental reasons.
9.2 Cable management, load limits and power use must follow NRS instructions. Anything other than a 240 volt/13 amp supply, will require a separate agreement. NRS may require sandbagging, safety barriers, or removal of any item considered unsafe or unsuitable.
10. Fees, deposits and payment
10.1 The Client shall pay the Charges set out in the Booking Confirmation and the Pricing Schedule (Schedule 2). All Charges are exclusive of VAT, which shall be charged at the prevailing rate.
10.2 Unless otherwise agreed in writing, NRS shall invoice the Client after completion of the Activity for the Charges properly incurred, including any approved overruns, out‑of‑hours uplifts, and additional staff, security or conservation costs.
10.3 Invoices shall be payable within 30 days of the invoice date. Late payment may result in NRS declining to accept future filming or recording requests from the Client until all outstanding sums are paid.
10.4 Where required by the Client’s internal processes, a valid purchase order number and correct billing details must be provided to NRS before the Activity takes place. Failure to do so may delay invoicing but shall not relieve the Client of its obligation to pay the Charges.
10.5 NRS may issue supplemental invoices for additional services or costs incurred (including but not limited to conservation supervision, additional rooms, security, cleaning or reinstatement), which shall be payable in accordance with clause 10.3.
10.6 Notwithstanding clauses 10.2–10.3, NRS reserves the right, acting reasonably, to require payment in advance (in whole or in part) where the Client has previously failed to pay invoices on time or where the scale or nature of the Activity presents an elevated financial risk.
11. Changes, cancellations and no‑shows
11.1 Any changes requested by the Client to the Date(s), Location(s), Approved Materials List, crew size or equipment are subject to NRS approval. Approved changes may result in additional Charges, including for reassessment, rescheduling, staffing, conservation or security requirements.
11.2 If the Client cancels the Activity after a Booking Confirmation has been issued, the following cancellation charges shall apply:
• More than 5 Working Days before the start of the Activity: no Charges, save for any non‑recoverable costs already reasonably incurred by NRS.
• Between 2 and 5 Working Days before the start of the Activity: 50% of the Charges that would have been payable for the cancelled Activity.
• Less than 2 Working Days’ notice, or failure to attend (“no‑show”): 100% of the Charges that would have been payable for the cancelled Activity.
Any applicable cancellation charges shall be invoiced in accordance with clause 10.3.
11.3 NRS may cancel or require the Activity to be rescheduled at any time for operational, conservation, safety or security reasons. In such circumstances, NRS shall not charge the Client for the cancelled Activity and shall not be liable for any costs, expenses or losses incurred by the Client as a result of the cancellation or rescheduling
12. Insurance and indemnities
12.1 The Client shall maintain (with reputable insurers): Public Liability not less than £10,000,000, Employer’s Liability not less than £10,000,000, and (where applicable) Professional Indemnity not less than £2,000,000 — each in force for the Activity and any subsequent use of footage. Evidence must be provided by the stated deadline.
12.2 The Client shall indemnify and keep NRS indemnified against all claims, losses, costs and liabilities arising from: (a) personal injury or property damage connected with the Activity; (b) the Client’s breach of this Agreement; (c) infringement of third‑party IP rights resulting from the Client’s use of footage/stills; and (d) conservation or reinstatement costs where damage is caused by the Client.
13. Intellectual property and licensing
13.1 NRS retains all IP and other rights in NRS materials and buildings. No ownership is transferred to the Client.
13.2 Subject to full payment of the Charges and compliance with this Agreement, NRS grants the Client a limited licence to include depictions of the Approved Materials List only within the programme/production named in the Booking Confirmation, solely for the Permitted Use and on the terms in Schedule 3.
13.3 Any further use (e.g., new edits, additional series, new platforms, advertising/promo not covered in Permitted Use, merchandise, or derivative works) requires new written permission and may attract additional fees.
14. Credits and deliverables
14.1 The Client shall credit: “Courtesy of National Records of Scotland” in end credits (or equivalent prominent placement for audio/online) in a manner acceptable to NRS.
14.2 The Client shall notify NRS of the initial broadcast/release date at least 7 days in advance and provide one digital copy (e.g., MP4 1080p or higher; audio WAV/MP3 for radio) within 30 days of first broadcast/release for NRS’s records.
15. Data protection (GDPR/UK GDPR)
15.1 Each party acts as an independent controller in relation to personal data it processes under or in connection with this Agreement (e.g., crew lists for security).
15.2 Client must ensure it has a lawful basis for providing any personal data to NRS and must inform its personnel accordingly. NRS will process such data in accordance with its applicable privacy notices and legal obligations.
16. Suspension, termination and consequences
16.1 NRS may suspend or terminate permission immediately if the Client breaches this Agreement or any Operational Rules, or where safety, conservation or security concerns arise.
16.2 On suspension/termination, the Client must cease filming, make the area safe, and follow NRS instructions. NRS may retain or charge for reasonable costs incurred up to the point of suspension/termination.
17. Liability
17.1 Nothing limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be limited.
17.2 Subject to 17.1, NRS shall not be liable for: (a) loss of profit, revenue, goodwill or data; or (b) any indirect or consequential loss.
17.3 Subject to 17.1, NRS’s total aggregate liability arising under or in connection with this Agreement shall not exceed the Charges actually paid for the relevant booking.
18. Freedom of Information (Scotland) Act 2002
18.1 The Client acknowledges NRS may be required to disclose information under FOISA. Where practicable, NRS will consider the Client’s reasonable representations regarding confidentiality, but NRS’s decision and statutory obligations shall prevail.
19. General
19.1 The Client may not assign, novate, subcontract or otherwise transfer this Agreement or any right or obligation under it without the prior written consent of NRS.
19.2 Nothing in this Agreement creates any partnership, joint venture, agency or employment relationship between the parties.
19.3 This Agreement (including the Booking Confirmation and Schedules) constitutes the entire agreement between the parties in relation to the Activity and supersedes all prior discussions, correspondence or representations.
19.4 No variation or amendment to this Agreement shall be effective unless it is in writing and signed by or on behalf of NRS.
19.5 No failure or delay by NRS to exercise any right or remedy shall constitute a waiver of that or any other right or remedy. Any waiver must be in writing and shall not apply to any subsequent breach.
19.6 If any provision of this Agreement is held to be invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid and enforceable, and the remaining provisions shall continue in full force and effect.
19.7 Unless expressly stated otherwise, a person who is not a party to this Agreement shall have no right to enforce any of its terms in terms of the Contracts (Rights of Third Parties) (Scotland) Act 2017.
19.8 This Agreement may be entered into in counterparts and by electronic means (including email confirmation), each of which shall constitute an original and together shall form one agreement.
19.9 Any provisions which by their nature are intended to survive expiry, suspension or termination of this Agreement (including without limitation clauses relating to intellectual property, indemnities, liability, FOI and governing law) shall so survive.
19.10 Notices may be given by email to the addresses specified in the Booking Confirmation and shall be deemed received on the next Working Day.
19.11 This Agreement and any dispute arising from it shall be governed by and construed in accordance with Scots law, and the Scottish courts shall have exclusive jurisdiction.
Schedule 1 — Application & Booking Form
The following form must be provided and, once accepted by NRS, will be incorporated into the Booking Confirmation.
Schedule 2 — Pricing
2.1 Activity Charges are determined by NRS acting reasonably, taking into account the specific requirements of the Activity, including (but not limited to):
agreed duration and timings
location(s) and spaces used
number and type of rooms required
crew size and complexity
staffing and supervision requirements
conservation and security requirements
nature and sensitivity of materials
equipment and technical requirements
any out-of-hours or non-standard access
2.2 The total Activity Charge is as follows:
Filming at NRS | Per Instance |
Half day | £550 |
Full day | £1100 |
Equivalent Hourly Rate (based on 8 hr day) £137.50 | £137.50 |
3.2 Staffing
3.2.1 A minimum of two NRS staff members are required.
3.2.2 NRS reserves the right to increase staffing levels based on operational, conservation or safety requirements.
4. Additional Charges
4.1 Additional Charges may apply where required, including:
additional staff or supervision
conservation or specialist support
additional spaces or extended use
out-of-hours working
equipment or safety requirements
cleaning, reinstatement or repair
overruns beyond agreed times
4.2 These will be charged in addition to the Activity Charge and invoiced in accordance with Clause 10.
5. Estimates and confirmation
5.1 Any pricing provided prior to Booking Confirmation is indicative only.
5.2 The Charges set out in the Booking Confirmation shall apply to the Activity.
Schedule 3 — Licence for Depiction of NRS Materials (Permitted Use)
Subject to full payment and compliance, NRS grants the Client a limited, non‑exclusive, non‑transferable licence to reproduce depictions of the Approved Materials List only within the programme/production named in the Booking Confirmation for the distribution platforms listed there, for the stated territory and term.
No right to use materials for: advertising/promotion (unless stated), derivative programmes/series, merchandise, AI training, or any new use not expressly listed.
Any re‑broadcast, new edit, new platform, new language version, or extended distribution beyond the Permitted Use requires NRS’s prior written permission and may incur additional fees.
Client shall include the credit in clause 14.1.
All rights not expressly granted are reserved by NRS.
Schedule 4 — Operational Guidance
The Client must comply with the following guidance. These rules and procedures supplement (and do not replace) the obligations set out elsewhere in these terms.
Researching and selecting documents
We are able to offer advice and guidance about the records we hold, but we cannot carry out research on behalf of media companies. An idea of the scope of our holdings can be established from the research guides to the collections, and from our online catalogue.
We must receive a list of the documents that a company wants to film as early as possible in order to assess the document’s conservation requirements and determine whether filming or recording can proceed. Please note that it may not be possible for short notice requests to be fulfilled.
Permission for filming documents
For filming archival material from a collection which NRS only holds on loan, permission must be sought directly from the owner. Where available, we can provide contact details, but will not contact the owner on behalf of the film company. We will not permit filming without written proof of permission from the owner. Copyright clearance may also need to be resolved in the same way.
Use of material
Crown copyright material among the public records may be broadcast freely, although an acknowledgement of the source material must be made.
NRS cannot give permission for the use of material that is not crown copyright. See ‘permission for filming documents’ above.
Risk Assessment / Safe Working
All incidents on NRS premises, including injuries and near misses must be reported to NRS as soon as possible. The filming company will be required to co-operate in full with NRS on any investigations into the incident, including giving witness statements.
We advise you to make this visit in advance of filming to look at the location, and what you might need in terms of lighting etc. The visit should be organised with NRS staff. There is no charge for this.
On the day of filming or recording
Filming at General Register House & New Register House
On arrival film crews should report to the agreed entrance, where they will be issued with visitor passes.
Parking spaces may be available but must be booked in advance. The registration and make of vehicles must be provided. Equipment etc may be unloaded and loaded in the courtyard or at the courtyard gates at 3 West Register Street, EH1 3YT (leading from Princes Street opposite the Balmoral Hotel)
There is limited metered parking in St Andrew’s Square and Waterloo Place. For information on local parking and permits, see the City of Edinburgh Council website: Parking – The City of Edinburgh Council
Filming at West Register House
Access must be arranged in advance. On arrival film crews should report to reception in the Front Hall, where they will be issued with visitor passes.
There is limited parking, so it is not possible to guarantee spaces for film crew vehicles. Details of the required number of parking spaces should be given to NRS staff as soon as possible. Alternatively there is metered parking in Charlotte Square.
Filming at Thomas Thomson House
Access to Thomas Thomson House requires prior arrangement with NRS staff. Film crews should report to the front entrance on arrival where they will be issued with visitor passes.
Parking is normally available. At the entrance, vehicle drivers must press the bell for the barrier to be lifted. The car park is to the right and is clearly visible. Details of the required number of parking spaces should be given to NRS staff as soon as possible.
Handling of documents
Filming will be restricted to those areas/documents agreed in advance. A maximum of 12 documents can be ordered per shoot. Some archival material may only be handled by NRS staff because of its condition or format. Any carrying of items or turning of pages will be done by NRS staff. The NRS reserves the right to refuse access to archival material if it is considered too fragile.
Proper supports, weights and gloves will be provided and must be used as directed by NRS staff.
At least two members of staff will be present in a supervisory role throughout the filming process.
It may be necessary to limit the number of people in the film crew. The number will be determined based on the amount of equipment present and the nature of the space where the filming is taking place.
Lighting and special effects
Available or ambient light should be used wherever possible. Tungsten and metal halide lighting are not permitted. LED lighting is permitted but must not exceed 1000 lux, and there may be occasions where the Conservation team will request a lower level because of the fragility of a particular document.
It is preferable to arrange lamps to provide reflected light rather than shining directly onto documents, and to fit them with ultraviolet filters, which should be made from a non-flammable material.
Lamps should be at least 3 metres away from any document, including those in the vicinity of the documents being filmed. Stands for lamps should be sandbagged or held securely manually.
Lamps should only be turned on while setting up for the shot and during the shot, and must not be left on continually. Lamps will need to be turned off to cool down if the temperature in the room increases by more than 2 °C.
For professional photography, electronic flash with an ultraviolet filter is usually preferred over continuous studio lamps, although there may be occasions where the Conservation team will limit flash photography because of the fragility of a particular document.
Candles must not be used inside NRS buildings.
Fog mists are sometimes requested to be used to add depth to a shoot. Any fog mist containing glycols, oils or other resins cannot be used, as they can leave deposits on documents and interact chemically over time, causing damage.
