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 RequestTo 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:

  • Limits on duplications have been established to ensure the preservation of the materials (see Service Fees).
  • Duplication requests are accepted pending review by public services staff and curators.
  • The Department of Special Research Collections reserves the right to refuse any duplication request and to deny permission to personally photograph collection materials, if, in its judgment, fulfillment of the request would violate copyright law or donor agreements.
  • No more than 10% or 200 pages (whichever is less) of any published item will be photocopied for researchers. Additional quantity restrictions may apply to some materials.
  • Duplication requests for materials stored off site will require additional time for retrieval.
  • For purposes of preservation, fragile and particularly rare items will not be photocopied. Scanning or photographing of these types materials may be possible. We will help you determine the best method of duplicating the materials at the time of your request.
  • Permission to copy does not constitute permission to publish. Materials may be protected by copyright law (Title 17 U.S. Code). Further duplication or publication of images is prohibited unless otherwise permitted by SRC Staff. See our publication and use policies and fees for details on requesting permission to publish and use images.
  • Any questions about our duplication policies should be referred to Special Research Collections Staff.

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:

  • Photographs or other images can only be used for personal or research purposes
  • Permission to photograph does not constitute permission to publish. Photographs and photocopies are permitted for individual research purposes only. (Title 17 US Code)
  • Materials must be handled appropriately when taking photographs. Items should be laid flat on the table to be photographed. Do not hold materials in the air or place them on the floor. Do not manipulate materials for a better image, eg: pressing on bindings, folding pages. Public Services staff can provide weights or book cradles.
  • Photography must not disturb other patrons or staff working in the reading room.
  • Additional equipment including a tripod or additional lights is not permitted.
  • Photography of the reading room, patrons, or staff is not permitted at any time.

Format Specific Policies

  • Audio - Original audio materials are not available for playback. Items must first be digitized for access. Depending on media condition and availability of equipment, not all items may be available. Prospective users should contact the Department of Special Research Collections to determine availability of listening copies of specific items, or for an estimate of the time needed to produce such copies.
  • Moving Image - Original moving image materials are not available for playback. Items must first be digitized for access. Requests for reproductions of moving image materials are evaluated on a case-by-case basis, subject to copyright status of the materials, condition, and to staff and equipment availability. We can digitize most consumer & broadcast videotape formats in-house in our AV Lab. Motion picture film must be digitized at a Library approved digitization vendor. Requests may be fulfilled through a library approved digitization vendor based on the material format, condition, equipment availability, and the quantity of materials requested. Turnaround times for digitization requests depend on many factors. Precise delivery times for digital copies cannot be guaranteed. We do not support rush digitization requests.
  • Aerial Photographs - Some of our aerial photographs can already be found in digital format through our online map interface called FrameFinder. We are continually adding content to this tool. The FrameFinder tool does not represent all of our holdings, though; images found by using our full imagery catalog and the indexes may be available for free download in our image directory.

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 overviewSpecial 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.

  • UCSB Students, Faculty & Staff: No charge for 30-minutes of research work or approximately 100 scanned pages. Anything beyond this amount is $0.25/page. Any applicable shipping charges
  • Outside researchers: $0.25 per page $10 service fee per researcher, per day Any applicable shipping charges

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.

  • UCSB Students, Faculty & Staff: Free for up to 2 pages/images per researcher per day $15 per each additional page Any applicable shipping charges Some items may have an existing digital copy and can be provided free of charge.*
  • Outside researchers: $15 per file $10 service fee per researcher, per day Any applicable shipping charges

*Copies of Existing Digital Image Files (High-Resolution)

  • UCSB Students, Faculty & Staff: Free for up to 25 files per researcher per day $5 per additional file
  • Outside researchers: $5 per file No service fee


Moving Images

General Guidelines

  • Requests for more than 5 videotapes per patron request may be sent to a library selected vendor at additional cost.
  • Vendor projects fees are set by the vendor and include roundtrip shipping fees, the delivery media (hard drives), and a $25 library service fee for preparing the materials for shipping to the vendor. Additional fees may result in requests for digital video file formats not supported at the Library.
  • Rush requests for digitization are not accepted and cannot be accommodated by our staff. Please allow time for staff to review the materials for digitization and possible vendor work.
  • Film and videotape digitization requests include access copies (screeners) in the cost.
  • Researchers requiring high-resolution digitization for commercial use must specify this within their request. Requests will be reviewed by library staff according to copyright and donor agreements.

Consumer Video Formats (VHS, VHS-C, SVHS, Betamax, MiniDV)

  • UCSB Students & Faculty In-House Digitization: Up to 5 items free per patron per request $20 for each additional hour of recorded content* Any applicable shipping fees Any required delivery media (hard drives)
  • UCSB Students & Faculty Vendor Digitization: $25 service fee for all vendor projects All fees charged by vendors Any applicable shipping fees Any required delivery media (hard drives)
  • Outside researchers In-House Digitization: $25 per hour of recorded content* $10 service fee Any applicable shipping fees Any required delivery media (hard drives)
  • Outside researchers Vendor Digitization: $25 service fee for all vendor projects All fees charged by vendors Any applicable shipping fees Any required delivery media (hard drives)

*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)

  • UCSB Students & Faculty In-House Digitization: Up to 5 items free per patron per request $40 per each additional item Any applicable shipping fees Any required delivery media (hard drives)
  • UCSB Students & Faculty Vendor Digitization: $25 service fee for all vendor projects All fees charged by vendors Any applicable shipping fees Any required delivery media (hard drives)
  • Outside researchers In-House Digitization: $45 per item $10 service fee Any applicable shipping fees Any required delivery media (hard drives)
  • Outside researchers Vendor Digitization: $25 service fee for all vendor projects All fees charged by vendors Any applicable shipping fees Any required delivery media (hard drives)

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 FilmAll 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.

  • UCSB Students & Faculty: 8 hours of research and inspection time is free $20/hour for each additional hour of research $25 service fee for vendor projects All vendor digitization costs
  • Outside researchers: 4 hours of research and inspection time is free $25/hour for each additional hour of research $25 service fee for vendor projects All vendor digitization costs All shipping costs All required delivery media (hard drive)

Digital Video FilesMany 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 ViewingAccess 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.

  • UCSB Students & Faculty: Access copies included in new digitization work 10 free files per per researcher per day $5 for each additional file Bulk rates may be considered for more than 20 files
  • Outside researchers: Access copies included in new digitization work 5 free files per researcher per day $10 for each additional file $10 service fee Bulk rates may be considered for more than 20 files

High-resolution Copies for Publication or Commercial UseRequests 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.

  • UCSB Students & Faculty: $10 for each file $25/hour for transcoding to different file formats* Bulk rates may be considered for more than 10 files
  • Outside researchers: $20 for each file $25/hour for transcoding to different file formats Bulk rates may be considered for more than 10 files

*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

  • UCSB Students & Faculty: Up to 5 items free per patron per request $10 for each file
  • Outside researchers: $10 for each file $10 service fee

Analog Audio Tape Content

  • UCSB Students & Faculty: $15 per 30 minutes of tape (30 minute minimum)
  • Outside researchers: $15 per 30 minutes of tape (30 minute minimum) $10 service fee

Analog Disc

  • UCSB Students & Faculty - $17 for the first side, $8 per additional side
  • Outside researchers: $17 for the first side, $8 per additional side $10 service fee


Payment

Fees can be paid using a credit card via your Special Collections Research Account online.

Publication & Use of SRC Materials

General InfoThe 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.

 

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.


Loan Policies & Fees

Exhibition LoansSpecial 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

  • Base fee: $300
  • Per loaned item fee: $50
  • Preservation and packing materials fee: At cost
  • Shipping/messenger service (outsourced): At cost
  • Insurance: Provided by borrowing institution

Interlibrary LoanPlease see our Interlibrary Loan page for information on loans from other institutions.