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Digitization & Photoduplication Policies & Procedures

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. Special Collections currently does not provide services for scanning oversized materials or producing photographic prints. Fees are due before digitization, and processing may take up to two weeks upon receipt. All requests for digitization require the completion of a Digitization Request Form to proceed.

Requests may be made by mail, email, or phone:

  • University of Louisiana at Lafayette
  • Edith Garland Dupré Library
  • Special Collections Department
  • Attn. Digitization Archivist
  • 400 E St Mary Blvd
  • Lafayette, LA 70503
  • (337) 482-6031

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 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 to make digital image copies of materials. Donor and copyright restrictions apply, and unauthorized reproduction and publishing with personal cameras are prohibited. The department suggests that all patrons make requests with a Special Collections staff member 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 a 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 Repository Head.

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

Researcher Produced


Overhead Scanner


Copy Machine



University materials
Outside materials (per image)

Staff Produced


Service fees for staff-produced items

0-50 images
*Beyond 200 images, there is an additional $10.00 fee for every 50 images.

Low-resolution scans, photocopies (per image)

Less than 300dpi

High-resolution scans (per image)

300 to 500dpi
600dpi or higher


Duplication (per image)
Duplication (per reel)

For 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)


Web-only use (per image)


Exhibits (per image)


Delivery Methods

Fax (per minute)
CD/DVD (provided by the Library)
Flash drive (provided by the Library)
  • *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

  • Send check or money order payable to Edith Garland Dupré Library.
  • No cash or credit/debit card accepted.


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

[ Last Revised on April 17, 2020 ]