Closed Collection Duplication Policies

General Policies

Patrons may request photocopies, scans, audio and video duplication of materials within the rare and archival collections of Special Collections in accordance with the following policies. Patrons may also use personal cameras to take research images from collections at no charge. All duplication will be requested through the Application for Duplication of Closed Collection Materials form and charged according to the Fee Schedule.

All reproductions, except for those made by digital camera or other approved means, will be made by Special Collections staff.  Special Collections provides exact reproductions of original material with no or limited editing.

Reproduction is a privilege and not a service that must be rendered on demand. The physical condition of the items involved, the number of items requested, donor restrictions, or the intended use by the researcher determines whether or not permission is granted. Special Collections reserves the right to refuse a duplication request if, in its judgment, fulfillment of the order would violate copyright law or damage the materials. We will not duplicate an entire folder or collection, or more than 10% or one chapter per publication, unless it is in the public domain.

  • Scans of Images are available based on staff time, condition of items, and intended usage.  Requests for images that have not already been digitized will incur a preservation fee.  Payment for image scans must be received before delivery; please discuss your request with a staff member before paying.
  • Audio and Video requests that do not have a preservation master will incur a preservation charge.  Special Collections cannot duplicate any commercially-produced audio or video material due to copyright restrictions.
  • Use of Personal Camera: Researchers may use hand-held cameras to photograph materials as long as they a) do not use flash, b) do not disturb other researchers, c) agree to handle materials as outlined in the Researcher Registration agreement, and d) understand that these images are allowed for private research only. Materials may not be moved outside of the Dougherty Reading Room, unless by permission of the Reference Archivist. For publication-quality or high resolution digital images, researchers may request scans by completing the Application for Duplication of Closed Collection Materials form and a Permission to Publish or Present Request. Special Collections reserves the right to prohibit photography of any of its holdings. There is no charge for use of a personal camera.

Copyright Obligations

Permission to obtain a photocopy or other facsimile of material does not constitute permission to reproduce, distribute, publicly display (including posting on the World Wide Web), or make other protected uses of the copy if it is protected under copyright law (Title 17, U.S. Code). The user of the copy may engage in such protected uses if he or she obtains permission from the holder of copyright of the original materials, if the term of copyright in the original material has expired, if the use is a "fair use" under copyright law, or other applicable exemption. The user of the copy is responsible for determining which uses are lawful, obtaining any required permission, and paying any required fee.