Digitization Request Form
Special Collections provides scanning services for research and scholarly use. Self-service scanning with the overhead scanner is at no 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, books, or microfilm reels for users. Special Collections currently does not provide services for scanning oversize items, producing photographic prints, or digitizing motion picture film and rare audio-visual formats.
Digitization requests may be made by mail, email, or phone. All requests for digitization require the completion of a Digitization Request Form to proceed.
Fees must be paid before digitization, and processing may take up to two weeks upon receipt.
View the University's Digitization & Photoduplication Policies & Procedures or contact Special Collections for more information.
Copyright & 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States Code) governs the making of photocopies or other reproductions of copyrighted materials (both published and unpublished).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 users 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.
- Users 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 Form (PDF) and (if needed) a Permission for Commercial Use Form (PDF) must be completed and signed by the user and the head archivist.
- Publications may include but are not limited to books, articles, film, social media posts, and exhibits.
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. Refer to the Special Collections Reference Citations Research Guide for instructions on citing archival materials.