Scanning Policy

Description of Equipment for the Maryland Room

MicroTek ScanMaker i900 flatbed, Bed Size: 9" x 14". Also includes slide, negative, and transparency scanning.

EPSON Expression 1640XL flatbed, Bed Size: 11" X 17".

Fee Structure

General Information

• Libraries' staff will not be assessed any fees for Libraries-related projects (scanning images for Libraries' web sites, for Libraries' publications, etc.)  Other University staff, individuals from other institutions, and patrons will be assessed the following fees:
• There is a $10.00 initiation fee for any scanning order.  This includes postage and the cost of media (CD-ROM, zip disk, or printout).  We will not e-mail scanned images to patrons under any circumstances.  Patrons may not provide their own media. If ALL the images requested in a scanning order have been entered into the Special Collections digital image repository, the $10.00 initiation fee will be waived.
• There is a $5.00 fee per scanned image up to 15 scans.
• Orders that require images from two or more Special Collections' departments will be handled as separate orders for each department.

Large Orders

• Large scanning orders are subject to additional surcharges.  Every scan over 15 per patron per order will cost $10.00 per scanned image.
• Any order in excess of 50 images may be subject to an additional charge of $25 per hour.

Rush Orders

• Scanning orders may take up to ten work days to complete.
• If an order is larger than 15 scanned images and is needed in less than ten work days (a rush order), then there will be a $50 surcharge added to the scanning order.

Additional Fees

• The patron is expected to locate and flag all of the items in the scanning order.  If the patron is unable to do this, then the patron may be charged an additional $25/hour retrieval fee.

Refusal and Waivers

• Requests by University staff for waiver of fees may be directed in writing to the Director for Collection Management and Special Collections.
• We reserve the right to refuse any scanning request based on staff availability.

Sample Cost Chart

Payment Procedures

• Fees will be collected before the scans are completed.  Cash is acceptable; checks or money orders, also acceptable, should be made out to the University of Maryland.
• UMCP Internal Services Request (ISR) forms will be accepted from on-campus departments or units.

Operational Details

• Special Collections staff is responsible for ordering supplies, maintaining use records, and securing general maintenance.  Questions involving access and use of the machine should be directed to the Special Collections staff.
• Staff or student assistants in the Libraries' employment will complete all scanning. 
• Production of each scanned item is accounted for by recording information in database at the scanning station.
• The Libraries may refuse to fulfill a request to scan original materials if it determines that such scanning would damage them, e.g., if materials are too fragile or are oversized.  Permission must be obtained from the collection's curator before scanning any materials; decisions, including the number of allowable scans, will be made on an individual basis based on the condition and type of the materials.

The Digital Reproduction Agreement Form and the Scanning Request Order Form, properly filled out and signed, must accompany each scan request.

All images will be scanned as 300dpi TIFF files.  Other file formats, such as GIF and JPEG, can be requested on the Scanning Request Order Form but will be subject to curatorial approval.  If no format is specified, then 300dpi TIFF files will be provided.

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 scanned (digitized) 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.  Information about necessary permissions appears on the Scanning Request Order Form.

Citations

When citing materials in the Libraries' collections, I understand and agree to 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. 

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