Policy on the Use of Cameras and Scanners in UM Libraries Special Collections Reading Rooms

Permission

• Researchers must first secure permission to photograph special collections holdings. This permission is granted at the discretion of the individual curators and depends on the fragility of the items, donor restrictions on a particular collection, and any copyright considerations.
• A curator or other UM Libraries' staff member may refuse to allow researchers to photograph original materials or limit the quantity of digital copies to be created.

Forms

• Researchers desiring to photograph rare books, manuscripts, and/or archival materials must complete a Use of Manuscripts, Archives and Rare Books Form.
• Researchers must also use the Duplication Form to list each item or folder they are reproducing.

Copyright

• Researchers must use the provided transparent watermark and copyright notice over each item s/he is reproducing to identify the source of the digital copy.
• Digital copies are for personal use only unless specifically stated otherwise (see Publication section).

Equipment

• Researchers must request permission to use a tripod or other specialized equipment.
• Flatbed scanners are not permitted in UM Libraries special collections reading rooms. Scanners are more damaging to documents than cameras due to handling and light exposure.

Photography Rules

• Photography must not disturb other researchers or staff in the reading room. All audio functions on digital cameras must be turned off, and users may not photograph other patrons, staff, or the reading room.
• Flash photography is not permitted . Flash photography is a distraction to others in the reading room and may be harmful to materials.
• Researchers using cameras must sit at a designated table close to the reading room reference desk. An exception may be made if the material to be photographed is especially large.
• No materials are to be placed on the floor, and no standing on tables and chairs or rearrangement of furniture is permitted.

Materials Handling

• Preservation concerns may result in the prohibiting of photography.
• Materials may not be manipulated to achieve a better image.
• Researchers may not press down on materials or bindings. Weight bags are available to hold down pages in some instances.
• Manuscript materials must always be flat on the table and not held up in the air.
• Loose materials must remain in their folder and in order at all times.
• Materials must be photographed one folder at a time.
• Volumes should not be laid flat. Book cradles will be provided.
• Pages should never be folded, fasteners should never be removed, and materials should not be removed from sleeves, mats, etc.
• Researchers should ask staff for assistance.

Limits

• If camera use is not permitted for certain materials, library staff may provide digitization services for standard fees.
• The UM Libraries reserves the right to deny permission to photograph any collection materials at its discretion.

Citations

• Researchers are solely responsible for properly recording complete citations for their copies, including box, folder, and item number when appropriate on the Duplication Form.
• Subsequent orders for publication quality images cannot be processed without complete citations.

Publication

• If researchers wish to publish copies in any way (including on the Web), they must obtain the permission of the copyright holder and complete a Permission to Publish Form. There may also be standard use fees associated with publishing images.
• For serious publication pursuits, it is highly recommended that researchers request a high-resolution copy.
• Researchers agree to include the following information in a citation for any copies that are published: 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."

Revoking Privileges

• Researchers must handle all materials properly and must follow all rules and procedures.
• If a researcher is handling materials in a way that is potentially damaging, or not following the rules and procedures, a researcher's personal camera or other reading room privileges may be revoked.