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Special Collections

in Hornbake

10:00AM - 05:00PM

Duplication Policies

Duplication of Materials

Table of Contents


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 Manuscripts, Archives, and Rare Books form and a Duplication 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 and University Archives
Hornbake Library
University of Maryland
College Park, MD 20742

Phone: (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


Reproductions of approved Special Collections and University Archives material can be made using the overhead scanner located in the Maryland Room. Scanning directly to a USB drive is free of charge.  The cost of printing scans in the Maryland Room is $0.10 per page for black & white; $0.25 per page for color.  See below for guidelines and restrictions.

  1. Published Materials (including the Maryland Collection, the National Trust for Historic Preservation Library Collection, Broadcasting Book Collection, and University Publications): On-site researchers may make copies of these materials, including microform versions, in the Maryland Room.  The cost of printing copies in the Maryland Room is $0.10 per page for black & white; $0.25 per page for color.
  2. Maps and other oversized items: Patrons must check first with 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 the overhead scanner, Special Collections staff may facilitate copying on a wide format copier.  Contact a curator in Special Collections and University Archives for more information.
  3. Archival, Manuscript, and Rare Book Holdings (i.e. manuscripts, correspondence, books, serials, photographs): Special Collections staff will make copies of these materials on paper printed with the University of Maryland Libraries copyright statement. Researchers may not make copies of these materials on their own initiative. Requests will be handled as promptly as possible. It may be necessary to mail copies to a researcher after the research visit has been completed. The fee for black and white reproductions completed by staff is $0.25 per page. 
  • Duplication requests that must be completed by staff are 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 duplication orders in excess of the 200-page per month limit. Individual curators have the discretion to waive the surcharge.

Digital Surrogate Services

Special Collections staff can provide digital surrogates of items requested by individuals and institutions. Please refer to the Policy on Providing Digital Surrogates of Special Collections Holdings for further information. To initiate an order, a researcher must complete a Use of Manuscripts, Archives, and Rare Books form and a Digital Surrogate Request Form.

Personal Cameras and Scanners

Researchers have permission to photograph Special Collections holdings using personal cameras. Personal scanners are not permitted. Please refer to the Policy on the Use of Cameras and Scanners in the UM Libraries Special Collections Reading Rooms for further information. A curator or other Libraries' staff member may refuse to fulfill a request to allow researchers to photograph or scan original materials if he/she determines that doing so would damage them, e.g., if materials are too fragile or are very large.

All users of personal cameras must complete a Use of Manuscripts, Archives, and Rare Books form prior to making photographs or other surrogates. As to copyright, patrons are responsible for determining what uses are lawful and to obtain any required permissions and pay any required fees. The University of Maryland does not hold copyright in most materials in the collections of the Libraries.

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

Requests for duplication of audio recordings should be directed to the individual curator(s) who has responsibility for them.

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 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. 

Citation Information

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; Adele Stamp Papers; Special Collections and University Archives, University of Maryland Libraries. 


If duplicate copies from Special Collections and University Archives 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.