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Special Collections

in Hornbake

10:00AM - 05:00PM

Duplication Policies

Duplication of Materials

Table of Contents


To initiate an order, a researcher must register for a Special Collections Research Account.

Payment: Payment by check, cash, or money order is preferred. However, payment by credit card and by bank wire transfer is also possible. There is a $15.00 surcharge for bank wire transfers.

Duplication orders 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

Rush Orders: Please contact a curator prior to placing a rush order, as large or complex orders may require staff approval. There is a $50.00 fee for orders needed within 1 to 3 business days. Our standard turnaround time is 10 business days.

Please note: We reserve the right to limit the number of copies made; to restrict the use of rare and valuable items; and to deny a request because of copyright regulations, privacy rights, donor-imposed restrictions, or other rights related issues.

Types of Duplication Requests

Photocopies/Low Resolution PDF Scans

Copies of approved Special Collections and University Archives material may 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.

Please note: All archival and manuscript materials must be copied by Special Collections and University Archives staff.

 See below for guidelines and restrictions.

  • 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. 
  • 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. 
  • Archival, Manuscript, and Rare Book Holdings (i.e. manuscripts, correspondence, books, 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.


Photocopies completed by staff are free up to 50 copies (once per month limit), see chart below for orders exceeding 50 copies.

Please note: all orders submitted by a patron during a single research visit will be combined to one order for the purposes of billing and payment.

Prices below include domestic shipment. For international orders, an additional $15 flat shipping rate fee will be charged.

Cost of Photocopies Completed by Staff
Order Price Page Count

 51-100 Pages


 101-150 Pages


 151-200 Pages


 201-250 Pages


 251-300 Pages


 301-350 Pages


 351-400 Pages


 401-450 Pages


 451-500 Pages


Digital Scanning Services

Special Collections staff can provide digital surrogates of items in our collections requested by individuals and institutions. The cost of scanning orders is as follows:

  • Images already digitized: Free up to 10 images. Patrons will be charged $3.00 per image thereafter.
  • Images not already digitized (or those requiring a rescan for higher resolution): Free up to 5 images. Patrons will be charges $5.00 per image thereafter.

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.

Please note: 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.

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.


Duplication fees for A/V materials, assessed at the cost of labor, materials, and/or vendor charges, is $35.00 per hour minimum.

Please note: All A/V duplication that cannot be done in-house will be sent to UMD approved vendors only. Patrons will be responsible for paying costs directly to the vendor. Costs for vendor work can be several hundred dollars, and depends on a variety of factors, including condition of materials, vendor time, and format.

Requests for duplication of A/V materials should be directed to the individual curator(s) who has responsibility for them. Contact us for more information.

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.