Reproductions & Permissions

The University of Oregon Libraries Special Collections and University Archives (SCUA) offers scholars, researchers, students, and the general public the opportunity to purchase high-resolution digital copies of materials from its collections. Requests must be submitted via our online form for any kind of publication, distribution, or reproduction.  Requests will be reviewed in the order received.  Turn-around time is approximately six weeks from date of payment, and all orders will be pre-billed.  You may also opt for a rush order (50% surcharge), which can be turned around within one to two business weeks (depending on size and format of materials).  Requests are subject to cancellation if no payment is received within 60 days.

Special Collections and University Archives requires scanning of complete folders for our manuscript and university archives collections (this does not apply to the photography and architectural collections). We will scan all items in a folder at a high resolution.  We will link digitized content to folders in our online finding aids.   
 
Researchers are welcome to use their own cameras to take reference shots at no charge; see our camera policy.  We also have a list of freelance researcher whom remote researchers can hire.  Please email here if you are interested in this option. 
 

The Library invites users to download, print, photocopy, and distribute images from Library websites for personal and classroom use, without prior written permission, provided that the files are not changed, the Library copyright notice (where applicable) is included, and the source image is identified as University of Oregon Libraries Special Collections and University Archives (see the Libraries' preferred citation format below). 

 

  1. Reproduction Availability: Reproductions can be made for some photographic, archival, audio-video, manuscript, and book materials with curator’s approval. The University of Oregon Library System reserves the right to withhold permission for reproduction for the protection of fragile, damaged, or restricted items. 

  1. Total Fees.  All orders will be pre-billed. Total fees consist of (a.) reproduction charges; (b.) research fees for staff-conducted searches; (c.) commercial use fees as applicable; (d.) packing and shipping charges as required; (e.) rush fees for delivery in less than the normal processing times. Total fees can be estimated in advance.  

  1. Turnaround Time. Orders are processed in order of receipt. Processing time takes approximately six weeks from date of payment, depending on the current workload, however some orders may be received earlier. There is an additional 50% charge for rush service if the order is needed within 7 working days (we cannot guarantee jobs will be returned in less than one week). The availability of rush services must be confirmed prior to the placement of a rush order. 

  1. Description of Duplication Procedures. Reproductions from original or copy materials will not necessarily be identical to the original or as seen in a publication or on the web.  No additional retouching, editing, or post-processing is done to eliminate imperfections existing the original material, unless requested (additional fees will apply).  

 

All requestors must agree to the following standard conditions of use, as stated on the online form: 
 

  1. Permitted Use: Permission is granted for non-exclusive, one-time use only in print and/or electronic publication for one edition, or for a prescribed length of time (unless otherwise specified) only in connection with the project described on the online form.  

  1. Non-Permitted Use: The image may not be used for any subsequent publication, edition or website use without express prior written approval from SCUA. No second-generation photography or downloading or copying of SCUA images from any other source is permitted. 

  1. Copyright and Third Party Rights: This permission extends only to such rights as SCUA may have to authorize reproduction and does not purport to include any rights that persons other than SCUA may have under copyright law of the United States or the laws of other countries in which the requester’s works may be published or distributed. Certain images may be protected by copyright, trademark, privacy, or publicity rights, or other interests not owned by SCUA. It is requester’s responsibility to determine whether any such third party rights exist, to obtain all necessary permissions to use the image for the purposes set forth herein, and to pay any additional fees, if required, by other rights claimants. 

  1. Liability: Requester agrees to defend, indemnify, and hold harmless the University of Oregon and its regents, officers, and employees, from and against any and all liability, including costs and expenses, based on the violation of rights of ownership, infringement of copyright, or invasion of rights of privacy, or laws of libel, resulting from your use of the images. 

  1. Credits: All reproductions of images must include a full credit line (see below) provided by SCUA or available on the UO Libraries website, including any copyright notice if specified by SCUA. Placement of such credit information shall be in the caption associated with the image or in an appropriate place within the publication. 

  1. Preferred Citation Format: Identification of item, Date (if known), Collection Title, Collection number, Box and Folder number (or photo ID number), Special Collections and University Archives, University of Oregon Libraries, Eugene, Oregon.  

  1. Fees: If fees are assessed, requester must pay all fees in U.S. dollars in accordance with instructions provided by the UO Libraries. Fees are non-refundable. 

  1. Advertising: Any advertising or promotion by requester that uses the digital asset must be approved in advance by SCUA. Requester shall not use, reproduce, or refer to the name or logo of the University of Oregon or any of its units for publicity, advertising, or promotion purposes. 

  1. Donation of Copy: The applicant will donate one copy of the final publication to SCUA no later than two months after the date of publication. Send to: University of Oregon Libraries, Special Collections and University Archives, 1299 University of Oregon, Eugene, OR 97403-1299. 

  1. Effect of Non-Compliance: Failure to comply with one or more of the conditions stated herein may result in the loss of any permission granted and the denial of future requests for reproductions. 

 

The University of Oregon Libraries Special Collections and University Archives, is the owner of the images it offers for purchase. However, in many instances, the Library does not necessarily own copyright of the photograph, manuscript, or underlying object or work of art itself, which may be owned by a separate individual, artist, artist’s estate, or other person or entity. The Library endeavors to provide information that it possesses about the copyright status for such works; however, the Library offers no guarantee that all pertinent information is provided or that the information is correct in each circumstance. 

Therefore, it is the sole responsibility of the person seeking permission from the Library to determine whether any additional permission, such as copyright clearance, is necessary and, if so, for obtaining the required permission and related written documentation. The Library is not responsible for any costs, claims, liabilities, or damages incurred as a result of any violation of copyright, trademark, privacy, or publicity rights, or other claims arising from use of its images. 

 

To order a digital copy or request permission for use from SCUA, please read, complete, and submit the  online form.   

Most orders require reproduction and use fees associated with the request; please review the fee rates before submitting your order. We require the entire contents of an archival folder be scanned.  All orders are processed in order of receipt and are reviewed by a curator for permissions approval, who may alter the terms and fees based upon the type of request. 

All requestors must agree to our standard conditions of use. 

 

Prices listed are per individual item or archival folder.  A single project fee may be negotiated for larger quantities of scans. Publication fees are not included and are assessed separately.  
 

Although we can provide scans in all common formats (TIFF, JPEG, MP3, MP4), our standard deliverable is a high-resolution JPEG image for visual material, and a PDF for manuscript and text based materials.  We can provide custom work (cropping, mounting, or specific tonal values) for an additional cost, please inquire. We can also provide original image capture in digital form. 
 

 

Material 

Type 

Reproduction Fee 

Bound materials 

Consecutive pages 

.65/ page 

Bound materials 

Consecutive pages with OCR 

1.00/page 

Archival folder 

1-5 pages 

$10/page 

Archival folder 

5+ pages 

$50 flat-rate/ folder 

Photographs 

Front & Back 

$10 

Oversized material 

>8.5 x 11

$10/page + $30 set-up fee + $60 processing fee 

Oversized material 

>11 x 14

$20/page + $30 set-up fee + $60 processing fee 

3D material 

  

$50/hour 

 
Digital prints 
 

All prints are made on Epson Photo Paper unless otherwise specified. We can print various sizes up to 40 x 60, and other papers may be available for an extra cost; please inquire

 

8x10 

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Inkjet print size 

Fee 

$25 

11x17 

$35 

16x20 

$58 

20x24 

$80 

24x36 

$144 

30x45 

$225 

36x48 

$288 

40x60 

$398 

 
Media transfer or duplication 

We can duplicate or transfer audiovisual media in many formats. In some cases we use an external vendor. Please inquire for costs and time frame. 

 

Publication fees are assessed whenever materials are published or displayed. This includes Web pages, items used for decor or display, inclusion in publication, promotional materials, and all other uses other than reference for research.  Publication fees are charged in addition to production and service fees detailed above (except for student, personal, research, and classroom use). 
 

*All costs are per image, clip, or audio file. 
 
*NOTE: This list serves as a guideline for our pricing structure. Fees may change based on project size and scope. 

Books, journals, magazines, newspapers,  print on-demand publications, self-published 

# of Copies 

Commercial 

Non-Commercial 

0 – 1,000 

$25 

$10 

1,000 – 5,000 

$50 

$25 

5,000 – 10,000 

$100 

$25 

10,000 – 50,000 

$150 

$25 

50,000 - 100,000 

$200 

$50 

100,000 - 200,000 

$250 

$100 

Cover 

$150 

$50 

All accompanying media (e-book, DVDs, and CDs) 

$150 

$50 

  

Newsletters, brochures, flyers, sales catalogs, and non-magazines/newspaper printed advertising 

# of Copies 

Commercial 

Non-Commercial 

Up to 50,000 

$50 

$25 

Over 50,000 

$100 

$50 

  

Exhibition 

Type of Use 

Commercial 

Non-Commercial 

Traveling 

$50 

$25 

Permanent 

$100 

$50 

Publicity Use Included in fee. 

Online Display may be an additional fee. 

  

Website, Online Digital Application 

Commercial 

Non-Commercial 

$100 

$50 

  

Television/Newscast/Film/Documentary 
Fees are per clip or image 

Distribution Type 

Commercial 

Non-Commercial 

Local 

$25 

$25 

National 

$100 

$25 

Worldwide 

$150 

$25 

Subsidiary Media Rights (Web, CD-ROMS, DVDs) 

$50 

$50 

  

Commercial Advertising 

Based on a negotiated rate. Contact Curator. 

  

Project Fee 

At the discretion of the Curator, a project fee can be negotiated for projects requesting multiple images per project. 

 

Camera Use in the Paulson Reading Room

Personal use of cameras to take photographs of Special Collections and University Archives materials is permitted under most circumstances. The researcher is expected to use his/her own camera-enabled smartphone, or hand-held camera. Staff at the desk will help the researcher set up the materials to be photographed, and will work with the researcher to ensure proper handling of materials.

General Guidelines

Personal research only
Use of personal cameras is to take photographs for personal research only. If the image or images are to be published, researcher must go through Image Services.

No professional photography
We cannot accommodate professional photography in the Paulson Reading Room. Professional photographs must be handled through the library unit, Image Services. 

No personal scanners
We do not allow researchers to use personal scanners.

Curator approval required
Researcher must notify the curator at the desk and get his/her approval before beginning any photographing.

Use of duplication form
The researcher must keep track of all photographs by filling out the appropriate duplication form.

Fragile materials
Use of personal cameras for fragile materials for personal research is encouraged over scanning, as long as the number of individual photographs does not surpass the allowed number (see below). Please consult with the curator at the desk.

Handling of materials
All unbound items must lie flat on the reading table. All bound materials must be placed on a foam book rest. Bound volumes may not be flattened in order to obtain better images. Staff will ensure that all handling of materials is safe and appropriate. 

No flash, sound, supplemental lighting, or tripods
The taking of photographs must not be disruptive to other researchers. Please disable any flash mechanism on your digital camera and turn off all sound/beep functions prior to taking photographs. No supplemental lighting, tripods, or camera stands are allowed.

Large items
If the item is too large to be photocopied or scanned, use of personal cameras for personal research is encouraged, as long as the number of individual photographs does not surpass the allowed number (see below). A curator will need to be present to ensure proper handling.

 

Guidelines by format

Medieval Manuscripts not allowed
Duplication through use of personal camera is generally allowed. Please consult with the curator at the desk

Personal papers and records allowed
For materials from personal papers, business or department records, personal camera use is allowed. However, removal of paperclips or staples must be handled by the curator at the desk. The curator at the desk may wish to consult the Manuscripts Librarian or the University Historian and Archivist before removing paperclips or staples.

Rare Books after 1800 allowed
Use of personal camera is generally allowed for books published after 1800. For books published before 1800, please consult with the curator at the desk.

Oregon Collection materials allowed
Use of personal camera is generally allowed. If the publication is particularly fragile, curator at the desk may request that the researcher go through Image Services.

Original photographs allowed
Use of personal camera without flash is generally allowed.

Photograph negatives not allowed:
Reseacher must go through Image Services for reproductions of original negatives.

Ephemera or artifacts allowed (no manipulation)
Use of personal camera is allowed for as-is display. For photographs from various angles where position adjustment is necessary, researcher must go through Images Services.

 

Allowable number of photographs

Oregon Collection materials: 20% of whole
If the material is in adequate condition, researcher may photograph up to 10% of the whole. More than 10% must be photocopied or handled through Images Services.

Rare books: 20% of whole
If the book is in adequate condition, researcher may photograph up to 20% of the whole. More than 10% must be handled through Image Services.

Manuscripts or Archives materials: 20% of whole
The researcher may make up to 20% of a manuscript or archives collection. For more than 20%, the researcher may request scans through Image Services.

Architectural drawings: sections only
The researcher is allowed to photograph sections of large architectural drawings. For duplication of a complete drawing, researcher must go through either Image Services or the Map Library, depending on the size of the original.

Special Collections and University Archives reserves the right to refuse permission for personal camera use in the Paulson Reading Room.