Request Duplication of Special Collections and University Archives

• Locate items in the Archival Collections database
• Click "Request Box”, located at the top of the record
  • If the "Request Box" option is not available, the collection may be unprocessed
    • Contact us to request material from unprocessed collections
• Click “Request Box” again to confirm your box selection 
  • Sign in to your Special Collections Account, if you have not already done so
• Click on the TN to open the request record
• Select "Clone to Copy" at the top
• Complete duplication order details
  • Be specific as possible about the materials you would like to have copied
• Select "Submit Request"

• Locate items in WorldCatUM or the Classic Catalog
• Click on "Request from Special Collections" 
  • Sign in to your Special Collections Account, if you have not already done so 
• Select "Switch to Duplication Order" at the top
• Complete duplication order details
  • Be specific as possible about the materials you would like to have copied
• Select "Submit Request"

• Locate items you would like to view in Digital Collections
• Use the clipping tool to save a copy of the image immediately; the file will save to your computer 
• To request high resolution copies
  • Click on "Request from Special Collections" and sign into your Special Collections Account
• Complete the duplication form 
  • Provide as much information as possible
• Click "Submit Request"

For international orders, an additional $15 flat shipping rate fee will be charged.

We 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
  • $3 per image for each additional image
• Images not already digitized (or those requiring a rescan for higher resolution)
  • Free up to 5 images
  • $5.00 per image for each additional image

Scanning orders for oversize or fragile materials that require digital photography may take additional time to complete.

Duplication fees for audio-visual materials reformatted on site cover materials and cost of labor.

• Up to three hours are free, and the rate thereafter is $25/hour.

For materials that cannot be reformatted on site, special collections staff may coordinate with a university-approved vendor. While vendor fees may vary, they generally start at $75/hour.

For international orders, an additional $15 flat shipping rate fee will be charged.

We can provide digital surrogates of items in our collections requested by individuals and institutions.

• Images already digitized
  • $3 per image
• Images not already digitized (or those requiring a rescan for higher resolution)
  • $5 per image.

Duplication fees for audio-visual materials for commercial/for-profit use, assessed at cost of labor, materials, and/or vendor charges.

• Free up to 3 hours of labor $35/hour thereafter.

Audio-visual materials that require conservation treatment before reformatting will involve more labor, and therefore incur higher costs.

When citing materials, researchers should include the following information:

• a copyright notice (if applicable);
• acknowledgment of the photographer (if applicable);
• the title of the collection; and
• the credit line, "Special Collections and University Archives, 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.

Within the finding aid, click the "Cite" button in the upper right hand corner of the screen to generate a citation.

The Libraries generally do not own the copyright to materials in its collection. Unless the University is the owner of the copyright, we 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.

The University is not the copyright holder for the majority of materials within Special Collections. As a result, we may only provide copies of our materials to researchers for private study, scholarship, or research, as authorized by U.S. copyright law. If researchers wish to use our materials for other purposes, including publication, they have responsibility to determine if the proposed use qualifies as a “fair use” under current U.S. copyright law, or if the permission of the copyright owner and/or payment of a fee is/are required. Because the University does not hold the copyright in most SCUA materials, SCUA cannot grant any such permission.

Queries regarding permissions, publication rights and copyright status of materials within the collections should be directed to the appropriate curator(s). Users wishing to receive permission to publish materials in which the University of Maryland does own the copyright will need to complete a request to use University copyrighted materials contained in our collections for purposes other than personal research and scholarship. SCUA reserves the right to assess a use fee.

If copies from our 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.