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Digitization and Photoduplication Policies & Procedures

Digitization and Photoduplication

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 scanner is 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, books, or microfilm reels for patrons. Special Collections currently does not provide services for scanning oversize items, producing photographic prints or motion picture film. Fees must be paid before digitization, and processing may take up to two weeks upon receipt.

Digitization requests may be made by mail, email, or phone. All requests for digitization require the completion of a Digitization Request Form to proceed.

Digital Copies for Donors

Special Collections will digitize physical materials from donors for free if the digitized copies are to be donated to the Archives. Donors may receive up to two free requests for copies, not to exceed 4GB of data per request, of their digitized materials via DVD, flash drive, or Dropbox. Requests exceeding two copies will be applied to the regular fee structure. Special Collections will not accept requests to digitize whole collections previously given by donors; these services will only be conducted on a case-by-case basis.

Special Collections and Ernest J. Gaines Center 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.

Special Collections will not put digitized materials on external drives (flash drives, DVDs, CDs, etc.) brought in from outside the library. Special Collections will provide these devices.

Do not bring or use the following items in Special Collections:

  • food
  • liquids
  • ink (pencils are provided)
  • flash and sound (with the exception of headphones)
  • personal scanners (exceptions are made at the discretion of the Repository Head)

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 Form (PDF) and (if needed) a Permission for Commercial Use Form (PDF) must be completed and signed by the patron and the Repository Head. 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. Please refer to the Special Collections Reference Citations Research Guide for instructions on citing archival materials.

Fees

Fees are subject to change without notice. Service delivery fees for staff-produced items may be included in addition to regular assessed fees. Please contact Special Collections for further information.

A minimum base fee of $5.00 will be initially applied for all requests. If total digitization fees exceed $5.00, then the base fee will be waived.

Digitization and publication fees are waived for current UL Lafayette-affiliated students and employees.

Researcher Produced

Overhead Scanner

 
Scans Free
   

Photocopier

 
8.5x11 $0.07
8.5x14 $0.07
11x17 $0.14
   

Microfilm

 
University materials Free
Outside materials (per image) $0.25

Staff Produced

Low resolution scans, photocopies (per image)

Less than 300dpi $0.50
 

Standard resolution scans (per image)

300 to 500dpi $1.00
 

High resolution scans (per image)

600dpi or higher $5.00
 

Microfilm

Duplication (per image) $0.50
 

Audiovisual materials

Per hour of content duration $25.00

Available formats include CD, DVD, VHS, audio cassette, phonograph record, and audio open-reel tape.

 

Service fees for high-volume, staff-produced items

0-50 images Free
51-100 $10.00
101-150 $20.00
151-200* $30.00
*Beyond 200 images, there is an additional $10.00 fee for every 50 images.

Special Collections has the right to refuse bulk orders. In this case, Special Collections may suggest patrons contact one of the University’s academic departments for the assistance of a student worker. Special Collections is not involved with these transactions.

Publication Uses

Publication use fees are assessed in addition to duplication costs. These fees cover only the non-exclusive, one-time use for a purpose or project unless otherwise indicated. Subsequent requests for permission to quote or publish must be made in writing. A reuse fee may apply.

Print and non-web publications (per image)

Non-profit $25.00
Commercial $100.00
 

Web only use (per image)

Non-profit $15.00
Commercial $100.00
 

Exhibits (per image)

Non-profit Free
Commercial Free

Use fees for audio-visual materials are negotiable. Please contact Special Collections.

Delivery Methods

Email* Free
In-Person/Mail  
  Copies/Prints Free
  CD/DVD (provided by library) $5.00
  Flash drive (provided by library) $5.00
*If files are too large to send through email, they can be shared through Dropbox. A link to the files will be provided to the patron via email. The link will be active for two weeks from delivery. It is the patrons’ responsibility to retrieve the files within this time period.

Payment Methods

Please make check or money order payable to Edith Garland Dupré Library and send to the following address:

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

Cash and credit/debit card will not be accepted at this time.

For more information on digitization requests, please contact Special Collections.

Contact

Direct any questions regarding this policy to:

Special Collections
Edith Garland Dupré Library
400 E St Mary Blvd
Lafayette, LA 70503
Room 314
(337) 482-6031
speccoll@louisiana.edu

[ Last Revised on August 1, 2021 ]