Reproduction Requests
The UO 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 processed collections.
Requests are managed by Digital Scholarship Services - Digital Production and Preservation. Requests must be submitted via the reproduction request form. 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 (see digitization fees in the table below). You may also opt for a rush order (50% surcharge), which can be turned around within one to two business weeks (depending on size/format of materials, and availability of digitization staff). Requests are subject to cancellation if no payment is received within 60 days. Requests are subject to cancellation for insufficient information. Questions about reproduction policies, rates, and procedures should be directed to Julia Simic (Assistant Head of Digital Scholarship Services, Digital Production and Preservation).
Permission Requests
The UO Libraries Special Collections and University Archives (SCUA) encourages researchers to make robust use of Library collections in support of research, teaching and learning, scholarship, and creative endeavors. Please review instructions outlined below about copyright information, conditions of use, and use fees. We ask that users seeking to publish, display, or distribute any item from the SCUA holdings notify SCUA using by completing this notification of use form. This enables SCUA to collect data necessary for enhancing user access. Submissions are reviewed on a weekly basis. Permission fees and a licensing agreement may apply if the UO Libraries owns copyright to the items requested for use (see use fees and conditions of use in the table below). If so, you will receive an invoice from the UO Libraries Billing Department, and SCUA will prepare a licensing agreement. We will not sign externally created licensing agreements. Questions about permissions and use of materials should be directed to the SCUA reference email.
Audiovisual Digital File Requests
The UO Libraries Special Collections and University Archives (SCUA) allows patrons to request copies of digital audiovisual files free of charge. Order preparation fees for large requests may apply. Requests must be submitted via the reproduction request form. Requests will be reviewed in the order received. Turn-around time is approximately six weeks from date of request. If order preparation fees apply, orders will be pre-billed. Questions about digital file requests should be directed to the SCUA reference email.
Submitting a Reproduction Request
To order a digital copy, please read, complete, and submit the Reproduction & Permissions Requests form. Please review the fee rates before submitting your order. You will receive an invoice for pre-payment. We require the entire contents of an archival folder be scanned. All orders are processed in order of receipt.
All requestors must agree to our standard conditions of use.
Digitization Fees
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 and Back | $10 |
| Oversized material | >11 x 17 | $20/page + $30 set-up fee |
| 3D material | $50/hour | |
| Microfilm | $65/reel |
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.
| Inkjet print size | Fee |
|---|---|
| 8x11 | $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.
Digitization Policies
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. We do not permit scanning of unprocessed materials.
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 fill out the Research Assistance for Special Collections and University Archives form 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).
Digitization Request Terms
- Reproduction Availability: The University of Oregon Library reserves the right to withhold permission for reproduction for the protection of fragile, damaged, or restricted items.
- Total Fees. All orders will be pre-billed. Total fees consist of (a.) reproduction charges; (b.) research fees for staff-conducted searches; (c.) packing and shipping charges as required; (d.) rush fees for delivery in less than the normal processing times. Total fees can be estimated in advance.
- 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.
- 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).
Copyright Information
The UO Libraries Special Collections and University Archives encourages researchers to make robust use of Library collections in support of research, teaching and learning, scholarship, and creative endeavors.
In keeping with Library policy, researchers seeking to quote from or otherwise reproduce in facsimile any Library collections materials in researchers' own publications or other public displays do not need copyright permission to make uses that constitute "fair use" under copyright law. The UO Libraries cannot counsel users in the application of copyright law. We cannot make a fair use determination for you. For guidelines on what uses qualify for the fair use exception, please see:
UO Libraries Copyright & Fair Use
Cornell University Library Copyright Information Center
Stanford University Libraries Copyright and Fair Use
Please use the following chart to determine whether you must obtain copyright permission from the rights holders (which may be the Library) to publish content from within the Library's collections, and whether a fee may be assessed.
This information applies to copyright permissions only, and does not include due diligence that researchers must conduct regarding other legal restrictions that may apply to the materials' use and distribution (e.g. privacy and publicity rights; contract, donor and other restrictions). It is the researcher's responsibility to assess permissible uses under all laws and conditions. 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.
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.
Request for high resolution images will incur charges to cover service costs.
Important - A Notification of Use form must be submitted regardless of the copyright status.
Copyright Status of Work
Work is in the public domain
No copyright permissions is needed or provided. No fee to publish.
UO owns copyright
Library’s copyright permission is required to publish only if researcher determines that the intended use exceeds fair use.
If Library’s copyright permission is sought:
- Library does not charge a fee if researcher is quoting/reproducing excerpts of text.
- Library may charge a fee for republishing images or audiovisual content based on nature of researcher’s intended use (commercial vs. non-commercial).
- No fee charged, however, for current UO students/faculty/staff.
Library charges a fee for republishing full-text/entire edition of a work based on nature of researcher’s intended use (commercial vs. non-commercial).
If Library’s copyright permission is sought, submit the Notification of Use and Permissions Request, and our staff will be in contact.
Third party owns copyright
No permission from Library required or given. Copyright permission is required from third-party copyright holder if researcher determines that the intended use exceeds fair use. Any fee schedule is set by actual copyright holder.
Resources for identifying copyright holders:
- WATCH File (Writers Artists and Their Copyright Holders)
- Stanford's Copyright Renewal Database
- Catalog of Copyright Entries (1891-1978)
- Library of Congress database (1978-present)
- United States Copyright Office
- Orphan Works: Statement of Best Practices (Society of American Archivists)
- Copyright and Unpublished Materials
(Society of American Archivists)
Conditions of Use
Any proposed amendments or changes to these conditions must be reviewed and approved by the UO Office of General Counsel.
All requestors must agree to the following standard conditions of use:
- Permitted Use: Permission is granted for non-exclusive, one-time use only in any and all media now known or hereafter devised, worldwide and in perpetuity, only in connection with the project listed below. The digitized asset may not be used for any subsequent publication, edition or website use without express prior written approval from UOSCUA. Only files supplied by UOSCUA may be used for reproduction. No second-generation photography or downloading or copying of UOSCUA files from any other source is permitted.
- Non-Permitted Manipulations: Requester may not crop, alter, superimpose, enhance, colorize, or otherwise change the historic record in a manner that distorts its authenticity without obtaining the prior written permission of UOSCUA.
- Copyright and Third Party Rights: This permission extends only to such rights as UOSCUA may have to authorize reproduction and does not purport to include any rights that persons other than UOSCUA 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 materials may be protected by copyright, trademark, privacy, or publicity rights, or other interests not owned by UOSCUA. It is requester’s responsibility to determine whether any such third party rights exist, to obtain all necessary permissions to use the item for the purposes set forth herein, and to pay any additional fees, if required, by other rights claimants.
- Assignment: Requester may license, assign, and otherwise transfer this permission and all rights granted to the University of Oregon under this Agreement to any person or entity. Any such proposed license, assignment, or transfer is subject to the prior written consent of the University, which consent is not to be unreasonably withheld.
- Liability: Requester agrees to defend, indemnify, and hold harmless the University of Oregon and its Board of Trustees, offices, 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 privacy, or laws of libel, resulting from your use of the images.
- Credits: All reproductions of images must include a full credit line (see below) provided by UOSCUA or available on the UO Libraries website, including any copyright notice if specified by UOSCUA. Placement of such credit information shall be in the caption associated with the digitized asset or in an appropriate place within the publication (e.g., end credits or wherever similar credits appear) or on the website, for electronic publications.
- 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.
- Advertising and Promotion: Any advertising or promotion by requester that uses the digital asset must be approved in advance by UOSCUA. 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. Use of materials in any other productions in which segments of Program are included (e.g. "best of" shows, award shows, compilations, digital extras, etc.) must receive prior written approval of UOSCUA.
- Donation of Copy: Subject to the approval and policies of any exhibitor and/or distributor of the Project, 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.
- 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.
- Citation of Credit Line: Unless otherwise indicated, for all publications, both print and electronic, the credit line must include: [Identification of Item - e.g. folder title, image ID], Collection Name, Collection Number, Special Collections & University Archives, University of Oregon Libraries.
Use Fees
Use fees are assessed whenever materials published or displayed, and the University of Oregon is the copyrights-holder. No fees are assessed for current University of Oregon students, faculty, or staff.
Examples of use includes webpages, items used for decor or display, inclusion in publication, promotional materials, and all other uses other than reference for research. Use fees may be charged in addition to production and service fees for obtaining high-resolution scans and/or digital files.
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.
| # of Copies | Commercial | Non-Commercial |
|---|---|---|
| 0 to 1,000 | $25 | $10 |
| 1,000 to 5,000 | $50 | $25 |
| 5,000 to 10,000 | $100 | $25 |
| 10,000 to 50,000 | $150 | $25 |
| 50,000 to 100,000 | $200 | $50 |
| 100,000 to 200,000 | $250 | $100 |
| Cover | $150 | $50 |
| All accompanying media (e-book, DVDs, and CDs) | $150 | $50 |
| # of Copies | Commercial | Non-Commercial |
|---|---|---|
| Up to 50,000 | $50 | $25 |
| Over 50,000 | $100 | $50 |
| Type of Use | Commercial | Non-Commercial |
|---|---|---|
| Traveling | $50 | $25 |
| Permanent | $100 | $50 |
| Commercial | Non-Commercial |
|---|---|
| $100 | $50 |
| Distribution Type | Commercial | Non-Commercial |
|---|---|---|
| Local | $50 | $25 |
| National | $100 | $25 |
| Worldwide | $150 | $25 |
| Subsidiary Media Rights (Web, CD-ROMS, DVDs) (per project)e | $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.