Duplication Policy

Duplication Policies

General Policies

Patrons may request the reproduction of materials in accordance with the policies described below. Patrons may also use personal cameras to take research images from collections at no charge.  All duplication requests should be made by completing the Duplication Request form.  Duplication fees may apply (see fee schedule).

All reproductions, except for those made by digital camera or other approved means, will be made by Special Collections Research Center staff. 

Reproduction is a privilege and not a service that will 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. The Special Collections Research Center 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 collection materials 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 scans must be received before delivery; please discuss your request with a staff member before paying. Off-Site Researchers must complete the Duplication Request form and a Researcher Registration form to initiate a duplication request.  Return completed forms to Ross Cooper, Special Collections, Belk Library and Information Commons, Appalachian State University, ASU Box 32026, Boone, NC 28608-2026.
  • Audio and Video requests that do not have a preservation master will incur a preservation charge. The Special Collections Research Center will not 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 may not be moved outside of the Cratis Williams Reading Room, unless by permission of the Reference Archivist.  For publication-quality or high resolution digital images, researchers may request scans by completing the Duplication Request form and a Permission to Publish or Present form.  The Special Collections Research Center 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 they obtain 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 another applicable exemption. The user of the copy is responsible for determining which uses are lawful, obtaining any required permission, and paying any required fee.