Collection access FAQs

March 2020

Why are you making these price changes now?

The growth of our collection and the increase in the number of requests we have received over recent years indicated that a review of our pricing structure was necessary. We had not reviewed our pricing for a number of years and we were no longer confident that our charging supported our need to be a sustainable archive.

How are the charges calculated?

Our pricing is guided by the principles of cost recovery, based on the cost in staff time and resources. The tiered pricing structure includes discounted rates for non-commercial use by individuals, iwi, community groups, charities, educational institutions and the GLAM sector with full cost recovery only applied to commercial use of material.

What will it cost me to access material?

The hourly rates and other fees are detailed on our full Collection Access Price Guide (pdf). A simple summary of the rates for different client groups is as follows (ex GST):
• commercial advertising or merchandising – $120 per hour (one hour minimum)
• non-commercial, educational or cultural groups – $95 per hour (first 30 mins of research free)
• iwi, individuals, community groups or charities – $75 per hour (first 30 mins of research free).

Every reuse access request is made up of a unique set of conditions, and the timescales and costs will vary according to the nature, purpose and volume of material being requested. Because of this, we undertake to work closely with all our clients on a ‘no surprises’ basis, setting realistic expectations and providing a clear description of the work and costs involved, based on available information, at the beginning of the request process, and then communicating clearly throughout the project so that clients know what to expect. We would send you an estimate before work is commissioned, which aims to be accurate to a margin of +/- 10 percent (based on information available at the time of quoting).

The fee will be calculated on:
• research fee (the amount of time our staff take to retrieve the material or negotiate rights clearances)
• technical fee (the work carried out by preservation archivists – the price depends on the time taken to make a copy and whether it is already preserved)
• delivery fee + other fees may also be applicable.

Besides the pricing fees what has changed from pre-March 2020 pricing?

1) Delivery charges will continue to be billed but will shown as a separate line item on the invoice.
2) There will be a penalty charge if you use Ngā Taonga preserved material and do not credit us in your work.
3) There will be a cancellation charge if you commission work and cancel it after technical work has started,.
4) For depositors wanting to remove their deposit temporarily, there will be a charge for two condition reports, plus delivery charges.

Are you charging for delivery now when you didn’t appear to before?

Delivery costs were previously included in any overall management fee. Our new price guide itemises charges more transparently than before. We are clarifying the make-up of charges rather than applying new ones in most cases.

March 2020