Policy and Procedures Statement 1.19.1
Special Collections: Guidelines for Photocopying Special
Collections Material
March 2001
Materials in Special
Collections may be copied when the condition of the material and copyright
restrictions permit. Materials may be copied to paper on a photocopier or
copied to paper or electronically on an overhead scanner. A camera stand
and lights are also available for photography. Please present your requests for
copies to a staff member. The Special Collections staff has been trained in
safe handling techniques for copying materials. Any copy request for an item
that the staff judges to be vulnerable to damage if copied will not be
honored. Any request that violates copyright law will not be honored.
Information on costs for copying is available by contacting Special
Collections.
The Special
Collections staff uses the following criteria when deciding what items may be
safely copied:
1.
Size:
No bound book larger than 14 in. tall x 10 in. wide or 1 in. thick (35 cm. x 25
cm., or 3 cm. thick) may be photocopied because these
materials cannot be adequately supported while being maneuvered on the
photocopy machine. Large and/or bulky material may be scanned using the
overhead scanner.
2.
Brittle
paper: Brittle books and periodicals may not be photocopied. Opening books flat
for photo-duplication puts undue pressure on the spine,
this will cause the paper to break at stress points and crumble. Brittle
newspapers cannot withstand the extra handling required for photocopying.
Material with brittle paper may be scanned using the overhead scanner.
3.
Binding
type and condition: A book that must be forced open to lay flat may not be
photocopied. Age is not always a determining factor in deciding which
books may be safely copied. Books published within the last 20 years with
adhesive bindings can crack when opened to 180 degrees for photocopying. Pages
of tightly sewn books can tear if forced open. Books with tight bindings
may be scanned using the overhead scanner.
4.
Fold
out maps and prints: Fold out maps and prints are difficult to photocopy
without damaging the materials. In the event that a fold out map cannot be
copied, camera stand and lights are available for making photographs or
slides. The overhead scanner is also available.
5.
Copyright
restrictions: Some material in Special Collections is subject to copyright law.
The Special Collections staff will determine if a request violates copyright
law. The Special Collections staff will not honor such requests.
6.
Requests
made within 30 minutes before closing may have to be filled the following work
day; large orders may take longer.