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Digitization Request Form

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. See the University's Digitization/Copying Policy and/or contact the Special Collections Department for more information.

Warning Concerning Copyright Restrictions
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. 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.

To request digitized materials from the Special Collections Department, please fill out the information below.

First name, last name
Address, city, state, zip code
Full email address
XXX-XXX-XXXX
(FedEx, etc.)
Multiple values can be chosen.
Multiple values can be chosen.
If requesting a different file type than the ones shown above, please specify. Multiple file types should be separated by commas.
Multiple values can be chosen.
Please select from which department the desired material resides.
Please indicate the item(s) you want digitized. If known, please indicate the title(s). If requesting more than one item, separate by commas.
Please provide the name of the author(s) if known. If there are multiple authors, separate by commas.
[Ex. Item : Call number]. If requesting more than one call number, separate by commas.
[Ex. Coll 327: Box 1: Folder 15]. If requesting more than one collection, separate by commas.
Please indicate whether these images are going to be published. If yes, then a Permission to Publish will have to be signed and submitted.
Please indicate if the requested items will be for commercial use. If yes, then a Permission for Commercial Use form has to be signed and submitted.