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Digitization/Copying Policy

Special Collections Department
Edith Garland Dupré Library
University of Louisiana at Lafayette


The Special Collections Department at the University of Louisiana at Lafayette provides scanning services for research and scholarly use. Special Collections offers both self-service scanning and scanning done by staff. Self-service scanning with the overhead scan and microfilm scanner are free of charge. Photocopying and digitization of archival material and manuscript collections are done by staff for researchers for a fee. Special Collections will not duplicate entire collections for patrons. Fees must be paid before digitization, and processing may take up to two weeks upon receipt. All requests for digitization require the completion of a Digitization Request Form in order to proceed. Requests may be made by mail, email or phone:

Special Collections Department
Attn. Digitization Archivist
Edith Garland Dupré Library
University of Louisiana at Lafayette
400 East St. Mary Blvd.
Lafayette, LA 70503

Special Collections Reading/Research Rooms Policy

Special Collections allows patrons to bring their digital cameras and cell phones to the research areas in order to make digital image copies of materials. Donor and copyright restrictions apply and unauthorized reproduction and publishing with personal cameras are prohibited. Proper citation information, provided by staff, must be scanned/photographed with any archival item.
The Department suggests that all patrons make requests with a Special Collections staff member in order to determine the best possible mode of duplication.

Please do not bring or use the following items: food, liquids, ink (pencils are provided), flash and sound, and personal scanners (exceptions are made at the discretion of the Head of Archives).

Copyright and Permissions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials (both published and unpublished). Under certain conditions specified in the law, libraries and archives are authorized to furnish photocopy or other reproductions. One of these specific conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use”, that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a duplication order if, in its judgment, fulfillment of the order would involve violation of copyright law.
Research copies created by patrons or provided by staff fall under the Fair Use provision (Section 107) and the Library and Archives exemptions (Section 108) of the U.S. Copyright Law.

Special Collections reserves the right to decide what materials are available for use and reproduction and what form that reproduction may take. Special Collections also reserves the right to refuse duplication if, in their judgment, fulfillment of the order affects the condition, confidentiality, or copyright of the material. Patrons are responsible for determining whether materials from Special Collections or materials outside the collection require permissions from the copyright holder. For staff to digitize copyrighted works, signed letters of permissions must be provided. When planning to publish materials obtained from Special Collections, a Permission to Publish or Permission for Commercial Use form must be completed and signed by the patron and the head archivist.

The recipient of Special Collections materials agrees to indemnify and hold harmless the University of Louisiana at Lafayette, its officers, employees and agents from and against all suits, claims, actions and expenses arising out of the use of reproductions provided by the Special Collections Department.

The Special Collections Department must be cited when materials are published and/or distributed. Any citation of archival material must contain the following elements:


Author (if available). Title (if available). Date created (if available). Box number, Folder number. Unique identifier, collection name. Archives name, Library name, Institutional affiliation, Location. Date accessed.


Kaplan, Benjamin. "The Future of the Jewish Family." Box 4, Folder 2. Coll 78, Benjamin Kaplan Papers. University Archives and Acadiana Manuscripts Collection, Edith Garland Dupré Library, University of Louisiana at Lafayette, Lafayette, LA. 8 March 2017.


A processing fee of $10 will be charged per each request for staff produced items. Fees are subject to change without notice. If images are to be mailed, shipping and handling is also included.

Researcher Produced

Overhead Scanner  
Scans Free
Color copies $0.07
Scans Free

Staff Produced

Photocopies, reference quality scans (per item)
Black and white copies $0.50
Color copies $0.75
Additional fees $10 for orders of 51-100 copies
  $20 for 101-150
  $30 for 151-200, etc.
Suitable for publication (per item)  
300 to 500dpi by email/file download $1.00
600dpi or higher by email/download $5.00
Scanned to CD/DVD $5.00
Oversized scan  
31x22 $10.00
36x28 $20.00
42x26 $30.00
Digital Prints  
8x10 $5.00
11x17 $7.00
13x19 $10.00
Copying $0.50 per image


  • Not applied at this time but subject to change.

Payment Methods

  • Please send check payable to Edith Garland Dupré Library.
  • No cash accepted.

​Special Collections Department
Attn. Digitization Archivist
Edith Garland Dupré Library
University of Louisiana at Lafayette
400 East St. Mary Blvd.
Lafayette, LA 70503