Duplication Requests
SRC offers limited reference-quality PDF copies of collection documents at no cost to UCSB students, faculty, and staff.
We can offer a limited amount of free remote research services, no more than 30 minutes, for community users. This may include providing low-resolution reference copies.
SRC also offers a fee-based service to provide high-resolution scans and Audiovisual digitization for researchers. Please review our duplication policies and our departmental fee structures before requesting duplication. Audiovisual material duplication requests will require additional fees and time to process, so please closely review those policies.
How to Place a Duplication Request
To place a duplication order request, please use your Special Collections Research Account. Follow these instructions for creating a research account and submitting a duplication request. If you have any questions about our duplication policies or procedures, contact the appropriate SRC staff.
Duplication Policies
Permission to duplicate materials, whether as photocopies or scans, is decided on an item-by-item basis based on many criteria including the quantity of materials requested, dimension (size) of the materials, material format, condition of the materials, as well as any applicable rights restrictions based upon donor agreements or copyright law (Title 17 U.S. Code).
General Guidelines
The following general guidelines govern our duplication processes:
Reading Room Scanning
A KIC scanner is available in the reading room for researcher use. The scanner generates low resolution PDF files only. Scanned image files from these scanners can be delivered via email or they can be saved on a portable flash drive. Please bring your own flash drive for use with the KIC scanner.
Personal Photography
Personal photographs of SRC collections materials are permitted within the reading room to reduce photocopying and wear on materials but are not intended for large-scale reproduction. Personal photography may occur in the reading room under the following conditions:
Format Specific Policies
Duplication Service Fees (format specific)
UCSB Library Special Research Collections charges fees for certain special collections services including duplication (digitization) and related work. Payment in full for these services is required through your Special Research Collections research account before orders can be processed and delivered.
Documents, Photographic Prints, & Bound Volumes
General overview
Special Research Collections can currently duplicate these types of materials in-house if they can be scanned using a flatbed scanner. Projects that require additional equipment or significant preparation for scanning may be considered for outsourced digitization. Vendors set their own prices and the work must be approved and arranged by the Library. Patrons should be aware that vendor work will add additional time and cost to the process. The Library will select the most appropriate vendor for requested materials.
Reference & Research Copies (Photocopies & PDFs)
Black & white photocopies and PDFs (max 300 dpi) are for personal research purposes only.
High-Resolution Scans (Digital Images)
Special Research Collections can provide high-resolution digital images (max 600 dpi) for materials that can be scanned in-house using a flatbed scanner. Requests must be made through your Special Research Collections research account or by email to special@library.ucsb.edu. Higher resolution scans of some items may be available through a vendor at the patron’s cost and arranged by Special Research Collections. Publication or licensing fees may apply to certain collections or collection items. Digital files will be provided electronically.
*Copies of Existing Digital Image Files (High-Resolution)
Moving Images
General Guidelines
Consumer Video Formats (VHS, VHS-C, SVHS, Betamax, MiniDV)
*Most VHS tapes are 2-hours long but may hold many more hours of recorded content. We are unable to provide estimated total run-times for VHS items before digitization. Patron’s are responsible for the total cost before file delivery.
Broadcast Video Formats (U-Matic, Betacam)
Open Reel Video (1/2, 1, 2" videotape)
All open reel videotape must be sent to a library preferred vendor for digitization work. Patrons are responsible for all digitization, shipping, and delivery media fees as well as a $25 service fee for preparing the materials for vendor shipment. Patrons are responsible for working directly with the vendor to invoice and pay for all digitization work, shipping, and delivery media (hard drives). Costs and delivery timelines are determined by the vendor and library staff according to availability, material condition, and quantity of items requested. Library staff will work with patrons and the vendor to obtain an approved quote and timeline prior to beginning any digitization work. Materials are digitized to specifications and standards set by the Library. Additional fees may result in requests for file formats or codecs that do not conform to Library specification.
Motion Picture Film
All motion picture film must be sent to a library preferred vendor for digitization work. Patrons are responsible for all digitization, shipping, and delivery media fees. Costs and delivery timelines are determined by the vendor and library staff according to inspection time required for material preparation, material condition, format, and quantity of footage requested. The Library charges a non-refundable hourly fee for any inspection work required to obtain a quote regardless of the patron’s commitment to proceeding with digitization work. Library staff will work with patrons and the vendor to obtain an approved quote and timeline prior to beginning any digitization work. Materials are scanned to specifications and standards set by the Library. Additional fees may result in requests for file formats or codecs that do not conform to Library specification.
Digital Video Files
Many of our moving image items have already been digitized and are available as digital access copies (screeners) for research and preservation files for publication. We attempt to provide you with the highest quality copy, but standards and file format specifications for moving image digitization have changed over the years. Depending on the quality of an older digitization project and your intended use of the material, we may recommend that we digitize an item again to current standards. Requests for video files to be delivered outside of our standard workflows for file format outputs may incur additional hourly fees and are subject to the approval of library staff and/or vendors.
Access Copies (Screeners) for Research & Personal Viewing
Access copies, or screeners, are included in all new digitization requests and are provided for personal viewing or research purposes only. Files (.mp4) are made available via BOX download and may have embedded watermark and timecode. We do not provide copies via other file sharing platforms, researcher hard drives, or DVDs. We do not accommodate rush requests for access copies.
High-resolution Copies for Publication or Commercial Use
Requests for high-resolution copies for publication or other commercial use are evaluated and approved by library staff. We reserve the right to refuse these requests based on copyright or donor restrictions. Large orders for high resolution copies or for large digital files cannot be shared as downloadable files and will be provided on a hard drive included in the patron’s total cost once the drive size is determined. The following fees take into account the process of creating high-resolution files and do not include additional fees for use. Please see the Commercial Use Fees section for more information.
*File transcoding services are determined on request and available staff resources and may not always be possible.
Audio Recordings
Special Research collections is capable of digitizing analog discs, cassettes, open reel tape, and DATs in the Temianka Labour digitization laboratory. Other audio formats, rush orders, and requests for large quantities may be referred to an outside vendor at the discretion of library staff and will be billed at cost.
Copies of Existing Digital Masters
Analog Audio Tape Content
Analog Disc
Payment
Fees can be paid using a credit card via your Special Collections Research Account online.
Publication & Use of SRC Materials
For publication of SRC materials where copyright is held by the University of California (UC Regents), permission must be requested by email to library-special@ucsb.edu. For those SRC materials where the University of California does not hold copyright, which is the majority of our collections, the Library does not grant or deny permission to publish or otherwise distribute copies. It is the responsibility of the user to obtain permission as applicable.Fees for commercial use requests will apply and will be provided upon each use request. For more information about copyright, see the UCSB Library Copyright and Fair Use Resources page.General Info
The publication and use of SRC materials is subject to U.S. Copyright law (Title 17 U.S. Code). By providing copies of materials in its collection, SRC does not imply the granting of permission to use the materials other than for personal research and scholarly use. Permissions for any additional uses are granted by the copyright holder.
Loan Policies & Fees
Exhibition Loans
Special Research Collections may lend materials from its collections to recognized institutions, such as libraries and museums, with professional staff who are proficient in exhibiting the materials requested, subject to the stipulations enumerated in the Library’s loan agreement form. In addition, approval for each loan will depend on the condition, the physical nature, the scarcity, and the research value of the requested material, as well as on the duration of the loan and other factors involving scholarship and preservation. For additional information please review this form. Loan requests should be sent to library-special@ucsb.edu.
Loan Fees
Interlibrary Loan
Please see our Interlibrary Loan page for information on loans from other institutions.