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.

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

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. Off-Site Researchers should contact us at spcoll@appstate.edu or 828-262-4041 to discuss their requests.
  • Audio and video requests The Special Collections Research Center does not duplicate any commercially-produced audio or video material due to copyright restrictions.

Use of Personal Camera

Researchers who wish to use a personal camera to photograph materials will be required to sign the following agreement:

Researchers may use hand-held cameras to photograph materials as long as they:

  1. do not use flash
  2. do not disturb other researchers
  3. agree to handle materials as outlined in the Researcher Registration agreement, and
  4. understand that these images are allowed for private research only. 

Materials may not be moved outside of the Cratis Williams Reading Room, unless by permission of the Reference & Instruction Archivist or a Special Collections team member. Publication-quality or high resolution digital images are available on request. Special Collections reserves the right to prohibit photography of any of its holdings. 

By entering your name in the "Use of Personal Camera" section of the call slip, you agree that reproductions:

  • are to be made solely for my private study, scholarship, or research
  • will not be reproduced, altered, or reused in any way (including posting on the Web or altering digitally)
  • will not be examined by or transferred to any other person or institution without the prior written permission of the Special Collections Research Center

I understand that if I wish to publish or present in public the reproduction(s), I must receive permission from the Special Collections Research Center and complete a Permission to Publish Request form. I also understand that the Special Collections Research Center makes no representation that it is the owner of the common law copyright or literary property in any unpublished manuscript, photograph, drawing or other item in its collection, and that permission to publish must also be obtained from the owner of the copyright (including the author or the author’s transferees, heirs, legatees, or literary executors). 

In consideration of my being granted permission to reproduce materials from the Special Collections Research Center on the terms set forth above, I agree to defend, indemnify and hold harmless The University of North Carolina and its Board of Governors, Appalachian State University and its Board of Trustees, and their respective officers, administrators, employees, and agents, and each of them (herein the "University parties"), from any costs, expenses and damages relating to any claim against the University parties whatsoever and howsoever arising from my copying and/or other use of the Special Collections Research Center material(s) reproduced pursuant to this permission, including but not limited to claims for copyright infringement.

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.