Duplication of Materials
Table of Contents
Also, please see our Quick Guide to Ordering Scans, Photocopies, and Microfilm
Introduction
Special Collections provides duplication services for both long-distance and visiting researchers. In general, a fee of $5.00 is added to duplication requests initiated by phone, FAX, e-mail, or regular mail.
To initiate an order, a researcher must complete both a Use of Rare Books and Special Collections Agreement Form and a Duplication Work Order Form . Duplications will not be released until payment has been received. Checks and money orders should be made payable to the " University of Maryland" and may be hand-delivered or mailed to:
Attn: Curator (please
direct your request to the appropriate curator)
Special Collections/Maryland Room
Hornbake Library
University of Maryland
College Park, MD 20742
Maryland Room: 301-405-9212
Payment by check, cash, or money order is preferred. However, payment by credit card and by bank wire transfer is also possible for international requests. There is a $15.00 surcharge for bank wire transfers.
Types of Duplication Requests
Photocopies
- Published Materials (including the Maryland Collection, the National Trust for Historic Preservation Library Collection, and University Publications): On-site researchers may make copies of university publications and reference materials, including microform versions, using the public access photocopiers in the Maryland Room at a fee of $0.10/copy.
- Maps and other oversized items: Patrons must check first with the the staff person on duty before attempting to copy a map or other oversized item. Some rare and fragile maps may require the curator's permission to copy. If a map is too large to safely copy on a standard copier, Special Collections staff may facilitate copying on a wide format copier. The charge for this service includes a $5.00 initiation fee plus $1.00 per foot of the length of the item.
- Archival, Manuscript, and Rare Book Holdings (i.e. manuscripts, correspondence, books, serials, photographs): Special Collections staff make photocopies of these materials on paper printed with the University of Maryland Libraries copyright warning. Researchers may NOT make photocopies of these materials on their own initiative. Requests will be handled as promptly as possible. It may be necessary to mail photocopies to a researcher after the research visit has been completed.
- Color Photocopies: The departmental photocopy machine (Xerox WorkCentre Pro C2128) makes high-quality color photocopies. The fee is $1.00 per page.
The fee for black and white photocopying completed by staff is $0.25 per page. Photocopy requests are normally limited to 200 pages a month per researcher. Individual curators may waive the 200-page limit if they determine that a request is justified and if there is sufficient staffing to complete it.
There will be a $0.75 per page surcharge for photocopy orders in excess of the 200-page per month limit. Individual curators have the discretion to waive the surcharge.
Scanning
Special Collections staff routinely provides digital scans of items for patrons. Please refer to the scanning policy for further information. To initiate an order, a researcher must complete both a Use of Rare Books and Special Collections Agreement Form and a Digital Reproduction Agreement Form .
Personal Cameras and Scanners
All users of personal cameras and personal scanners must fill out a Digital Reproduction Agreement Form.
Personal Cameras (Digital and Traditional): Occasionally researchers may secure permission to photograph Special Collections holdings using personal cameras. This permission is granted at the discretion of the individual curators and depends both on the fragility of the items as well as any copyright considerations.
Personal Scanners: A curator or other Libraries' staff member may refuse to fulfill a request to allow researchers to scan original materials if he/she determines that such scanning would damage them, e.g., if materials are too fragile or are very large. Permission must be obtained from the collection's curator before using a personal scanner; decisions, including the number of allowable scans, will be made on an individual basis based on the condition and type of the materials, as well as any copyright considerations.
Photographic Prints
Copyright restrictions may apply.
Campus Photo Services (CPS): Special Collections staff facilitate orders completed by Campus Photo Services. CPS sets the fees for services it provides, which include taxes and shipping. The fees for individual prints from existing negatives vary depending on the size of the requested print. If a researcher requests a copy print of a photograph for which there is no existing negative, he or she will pay for the making of a copy negative to be retained by Special Collections.
Audio Recordings
Before copies of copyrighted materials are made, researchers will be required to furnish written permission from the copyright holder(s). Duplication of audio recordings is provided only for items for which an existing archival master exists. If a researcher requests duplication of an audio recording for which there is no existing archival master, he or she will pay the costs associated with making an archival master to be retained by the Archives and Manuscripts Department.
The schedule of duplication fees is listed below. Researchers will not be charged for the first thirty minutes devoted to locating and preparing a recording for duplication. Calculation of charges for preparation and duplication is made in thirty-minute increments. The standard materials fee is $10.00; a higher fee may be charged for requests for non-standard formats.
| Academic | Non-Commercial | Commercial | |
| Duplication/ 30 minutes | $12.50 | $17.50 | $25.00 |
| Preparation/ 30 minutes | $10.00 | $15.00 | $20.00 |
| Materials | $10.00 | $10.00 | $10.00 |
Motion Picture and Video Recordings
Requests for duplication of motion pictures and videotapes should be directed to the individual curator(s) who has responsibility for them.
Copyright Information
The Libraries generally do not own the copyright to materials in its collection. Unless the University is the owner of the copyright, it cannot give or deny permission to publish or otherwise distribute material in its collections. Transmission or reproduction of protected items beyond what is deemed a fair use of those items under copyright law requires the written permission of the copyright owners. It is the requester's obligation to determine if a particular use is fair and to obtain permission to engage in a use that is not fair. However, the very nature of archival materials sometimes makes it difficult, if not impossible, to determine who is the owner of copyright in such materials and what restrictions on use, if any, apply. The Libraries will furnish information it has, if any, regarding the owner of copyright and restrictions on use for particular material. It cannot and will not make any warranty or representation, express or implied, oral or in writing, that a particular use of archival material is not an infringement of any copyright or property right of any third party. It is entirely the responsibility of the requester to determine and ensure that use of material fully complies with copyright law and other possible restrictions on use.
The Libraries recognize that high-quality reproductions of copyrighted materials are characterized by attributes that make them particularly susceptible to infringing uses. For example, a primary attribute of scanned (digitized) works is the ease and speed with which that scanned material can be reproduced in print or electronic format and distributed or transmitted over networks to great numbers of recipients. Similarly, digital works can be displayed electronically at many locations at once, calling into play the exclusive right of the copyright holder to control public display. Finally, digitized works can be easily manipulated in a computer, by distorting, modifying or deleting content, or copyright ownership and other information, thereby compromising the reliability of the underlying work.
The copyright law of the United States (Title 17, U. S. Code) governs the making of photocopies or other reproductions of copyrighted material. I understand that it is entirely my responsibility to determine and ensure that use of materials fully complies with copyright law and with other possible restrictions on use.
The Libraries reserve the right to refuse to accept a request to scan material if in its judgment, fulfillment of the order would involve violation of copyright law.
Requesters must certify that they have received permission from the copyright holder when appropriate.
Citations
When citing materials in the Libraries' collections, patrons should include the following information in the citation: a copyright notice (if the copyright holder is known); acknowledgment of the photographer, if applicable; the title of the collection; and the credit line, "Special Collections, University of Maryland Libraries."
For example: May Queen 1969; copyright University of Maryland; Michael Parker, photographer; Papers of Adele Stamp; Special Collections, University of Maryland Libraries.
Publication
If duplicate copies from Special Collections holdings have been acquired for publication, broadcast, or other commercial use, the researcher must agree to defend, indemnify, and hold harmless the University of Maryland Libraries and the University of Maryland System, its Board of Regents, the University of Maryland, its officers, employees and agents against all claims, demands, costs, and expenses including all attorney's fees incurred by copyright infringement or any other legal or regulatory course of action arising from the use of the Libraries' Special Collections holdings.
