General Statement on Use of Special Collections Materials

Photocopy Services

Photographic  [Analog] Reproduction Services & Fees

Photographic [Digital] Reproduction Services & Fees [Scanning Services]

On-site Videotaping

Publication Fees

Audio tape reproduction

Tools

Web-site use

Microfilming Services

The Special Collections and University Archives in Ramsey Library at the University of North Carolina at Asheville supports broad access to the materials in its collections. Ramsey Library and Special Collections is the owner of the physical object and may not be the holder of the copyright. Therefore,  Ramsey Library does not assume responsibility for literary property, copyright, or any other legal property involved in the reproduction or the publication of items from its collections. This includes photographs, maps and works of art. The user must assume all responsibility for securing permission from the appropriate copyright holder. Not all items will be made available for reproduction and/or publication. 

When items are reproduced, they must retain their integrity. They may not be manipulated, cropped, or otherwise altered unless this is clearly noted in the credits accompanying the image or permission has been granted in writing from Special Collections staff.  Permission to use materials from Special Collections does not give the USER exclusive rights to the material, nor the right to manipulate or crop the item without explicit permission.

Special Collections and University Archives may be protected by copyright. The copyright law of the United States (Title 17, United States Code) mandates that users follow the laws governing photocopying and the reproduction of copyrighted materials. Libraries, archives, and museums may be authorized to provide photocopies and reproductions for certain uses and Special Collections/University Archives will determine if authorization is warranted. For example, if a user requires material for private study, scholarship, or research, the request for reproduction is generally granted. If the user seeks to publish without permission, or economically gain, or otherwise exceed the "fair use" of the materials, they may be in violation of copyright. Special Collections and University Archives reserves the right to accept or refuse requests to reproduce materials, based on the judgment of their staff and their understanding of copyright law. For clarification on intellectual property and copyright at the University of North Carolina at Asheville consult the UNC Asheville Intellectual Property/ Copyright Policy.

Use of personal scanners and other personal reproduction devices in Special Collections is currently prohibited. Special Collections staff will scan materials on request, as appropriate, or if appropriate and materials are not at risk will direct the user to the copier in the Reading Room.  Users will not be allowed to scan materials unless permission is granted in writing [USE AGREEMENT] from the Special Collections Coordinator. 

All USERS must fill out a USE AGREEMENT before material will be released for use.

"INTERNAL" refers to services to our university community (students, faculty, and staff). It also includes scholars from other similar institutions who are engaged in scholarly  research. "EXTERNAL" refers to the general public who wish to scan images for personal use or who wish to use the images in a commercial venture.

Users will receive an invoice for all charges. All checks should be made payable to the University of North Carolina at Asheville.

WE RESERVE THE RIGHT TO CHOOSE THE REPRODUCTION METHOD BASED ON THE MATERIAL.  WE RESERVE THE RIGHT TO DENY REPRODUCTION OF MATERIAL TO ANY PATRON WHEN WE DEEM THE COLLECTION TO BE AT RISK, OR VIOLATION OF COPYRIGHT IS AT ISSUE. WE RESERVE THE RIGHT TO CHANGE THE SCHEDULE OF CHARGES AND ADJUST THEM TO MEET INCREASED COSTS OR SPECIAL HANDLING.

Photocopy Services : (Revised July 1, 2001 ; March 07, 2004 ; January, 30, 2005 ; March 21, 2005)

All photocopying is conducted by Special Collections staff unless user is directed  to copy material. Patron should clearly designate material to be copied. Do not mark on any material, or use post-it notes. Archival markers will be provided for our in-house users.

Color photocopying is not available at this time. Materials may not be removed by USERS to Printing Services for color copying. 

PHOTOGRAPHIC REPRODUCTION (Analog and Digital)

Analog Reproduction Services [Film processing]: (Revised July 1, 2001)

*Note: All COPY NEGATIVES remain the property of the Special Collections and if loaned must be returned after use. Please specify glossy or matte.

Digital  Reproduction Services [Scanning  and digital photographic Services]: (Revised July 26, 2002 ; March 6, 2004) ; August 13, 2007 ; Feb. 26, 2008)

Scanning of photographic materials is a growing service in Special Collections. With this new service come new challenges. Preservation and conservation of photographic material is very expensive and collections often manage to support some preservation and conservation of their collections by charging for standard photographic reproductions. Scanning of material, while far less expensive than standard photographic processes for the patron, is creating a drain on resources and a strain on preservation and conservation practice in special collections throughout the country. Cost recovery is not only sensible under these circumstances, it is critical to the survival of collections. While our costs for services have gone up, our ability to address growing issues with our photographic collections will be augmented by our increased charges. 

Costs include the cost of labor in the scanning process, handling the original, preservation measures (if needed), and delivering the image to the user. 

All scans are on a high-end Agfa or Microtek 9800 or Epson flat bed scanners. Flatbed scanning is the least expensive and the most efficient method for our staff. This is the scanning method we  will use, unless directed otherwise. The maximum allowable size of the scan is 11" X 17". The resolution of the image will determine the cost. High resolution images for publication will result in higher charges.   For example, a request for TIFF images may result in higher charges. We reserve the right to deny the production of  TIFF format.  Please allow a minimum of  three days for processing. Processing and delivery via US Postal service will require at least one week. We can deliver the image to the user through one of the following means:

• Email to the user. This will be a JPEG 72 dpi image for viewing. Higher resolution will be dependent on the user's system capacity and our 10 MB limit. [See fees]

• FTP (file transfer protocol) to the user. This is a server to server format that can handle batching and larger files. We prefer to not send files via FTP if other means can be arranged.

• Image can be posted to the Special Collections web page as a high resolution tif image for a brief time and be downloaded.  Images posted at a higher resolution require a USE AGREEMENT and will  have accompanying fees. All images posted to the web site in a 72 dpi JPEG format for reference purposes only will not require a service fee.

• CD-R/CD-RW (CD-Readable/Writable) Special Collections will provide the disc and cost will be included in the service fee. This process is  reserved for large order requests. Generally the reproduction of images will be tif format unless otherwise negotiated. Images will be provided for a one-time use any additional use must be re-negotiated. Large volume copying of images and re-purposing of images without permission from Special Collections is prohibited and may violate copyright.

Use of scanned material is a one-time use. Re-purposing or additional use of the scanned material must be re-negotiated.

If scanning of a large object is required, the object will be photographed with a digital camera and the digital image will then be manipulated for the user. While a digital photograph is generally a JPEG image, there will be charges associated with the processing of a requested digital photograph.  If special set-up or labor is involved, additional charges may be added to the cost.

DIGITAL REPRODUCTION  COSTS (Revised August 13, 2007)

On-Site Videotaping (with permission) : (Revised July 26, 2002)

Permission in writing must be granted before videotaping on site may commence. The charge for on-site videotaping of Special Collections materials is $25.00 per hour. Caution must be exercised when lighting materials and processes must be monitored by Collection staff throughout filming. Video images may not be re-purposed without permission and additional fees will be charged for re-purposed images.

Publication Fees : (Revised September 19, 2005 ; Feb. 25, 2008)

When materials are approved for publication, this is considered commercial/for profit reproduction and a one-time Publication/Use Fee will be assessed in addition to any Reproduction Costs. These fees are for the one-time publication of our material and may be in addition to royalties/licensing fees required by the copyright holder. Any future re-purposing of material will need a new USE AGREEMENT.

Audiotape Reproduction : (Revised July 1, 2001; Feb. 25, 2008)

Generally we do not duplicate audio tapes for distribution to USERS. However, when oral history tapes are not restricted, cassette copies of the interviews may be duplicated and purchased for $5.00 per tape. Tapes will be copied by the Special Collections staff or by our Media Services staff depending on duplication requirements.

Web Site Use : (Revised July 1, 2001; Feb. 25, 2008)

Use of the Special Collections Web Site is open to all users for the purposes of research, teaching, and for private study. It is requested that USERS who make personal copies, prints, photocopies, or download material for non-web use, attribute the material to the source (UNCA). All information on the Site is provided for NONCOMMERCIAL, PERSONAL OR RESEARCH USE ONLY. This includes reproductions of photographic materials from the archival collections. If users wish to use the material for any commercial purposes, including scholarly reproductions, redistribution, publication or transmission, by electronic or other means, permission in writing must be obtained from Special Collections, Ramsey Library, UNCA.

It is the responsibility of the USER to determine the copyright status of materials they wish to reproduce for commercial purposes.

Preferred citation: [Collection name and Item # ], D. Hiden Ramsey Library Special Collections, University of North Carolina at Asheville  28804

Microfilming Services : (Revised July 1, 2001)

Microfilming services are not available in-house. If USERS wish to microfilm materials in the collection this must be out-sourced on a case by case basis. Request additional information from the Special Collections staff.