Making Scans and Reproductions From Our Collections

 

Scanning Policies

For information on how to request images from Special Collections and University Archives, please read our policies and use fees for reproduced scanned images.

 

Reading Room Walk-up KIC Scanner Policies

  • The Reading Room has a walk-up KIC Scanner available for scanning. Portable scanners are not allowed.
  • Scanning from the Department's holdings will be allowed depending on the condition and size of the items.
  • Users may use the walk-up KIC scanner in the department to copy items from Special Collections holdings. Items up to 18"x25" may be scanned. Department staff may provide handling and copying instructions to ensure that items are not damaged. Preservation concerns will supersede all other considerations. Protective enclosures may not be removed.
  • Patrons who are unable to make their own copies in the department may order copies using the Document Delivery service. The Department reserves the right to limit the size of copy orders. In general, no more than 10% of a collection may be copied, and orders over 100 pages may be split into multiple orders (with separate payment required for each order).
  • If any of the individual items are intended to be used for publication (including use in social media, website, presentation, etc.), a "Request to Publish" form must be filled out and signed by the designated Special Collections staff. The proper credit line will be supplied and its use in all publications is required.
  • It is the responsibility of the patron to obtain the appropriate copyright permission.

 

Photographs

  • Photographic materials held in the Special Collections and University Archives do not circulate.
  • Copying of the Department's photographic materials will be allowed in the Department depending on their condition. The Reference Archivist, Collections Archivist, or Head (Special Collections and University Archives) will evaluate the condition of the materials to render a decision on copying. Preservation concerns will supersede all other considerations.
  • Upon approval of the Reference Archivist, Collections Archivist or Head (Special Collections and University Archives), the user may bring a camera and related equipment to the Department to photograph or videotape these materials. However, a "Camera Use" form must be filled out and signed by the user.
  • If any of the individual items are intended to be used for publication (including use in social media, website, presentation, etc.), a "Request to Publish" form must be filled out and signed by the designated Special Collections staff. The proper credit line will be supplied and its use in all publications is required.
  • Permission for the reproduction of all photographs is on a one-time only, non-exclusive basis.
  • Any negatives created during photographic reproduction are the property of Iowa State University and shall be placed in the custody of Special Collections and University Archives.
  • It is the responsibility of the patron to obtain the appropriate copyright permission.

 

Books

  • In some cases, books may be used in class presentations by faculty. Copies from these items may be made in the department only if the condition of the item allows. Patrons must have the permission of designated Special Collections staff.
  • Rare books and University Archives books may be copied by selected Ames area photographers or by individuals bringing their own equipment into the department with the permission of designated Special Collections staff.
  • It is the responsibility of the patron to obtain the appropriate copyright permission.

 

Manuscripts and Archives Materials

  • Users are requested to use the walk-up KIC scanner in the department unless other arrangements within the building are approved.
  • Donors of collections or staff from the originating offices may be allowed to borrow specific items from collections with the permission of the Collections Archivist or Head (Special Collections and University Archives), if copying of these materials is not adequate. In such cases a Departmental Loan Form will be filled out and a copy given to the user. The terms of the loan are subject to the rules found on this form.
  • Copies of blueprints are allowed only with the permission of the Collections Archivist or Head (Special Collections and University Archives), depending on the condition of the blueprint.
  • If any of the individual items are intended to be used for publication (including use in social media, website, presentation, etc.), a "Request to Publish" form must be filled out and signed by the designated Special Collections staff. The proper credit line will be supplied and its use in all publications is required.
  • It is the responsibility of the patron to obtain the appropriate copyright permission.

 

Audiovisual Media (audiotape, videoape, film, etc.)

  • Contact the department regarding any requests involving audiovisual materials at least 2 business days prior to arrival.
  • Requests regarding the viewing of or listening to audiovisual materials will be reviewed by department staff responsible for the care of audiovisual collections. They will determine if viewing is possible based on available playback equipment and rarity of the item requested.
  • Film/videotape/DVD use for classroom presentation requires permission of the Head (Special Collections and University Archives).
  • Copies of these materials can be made only with the permission of the copyright holder and it is the responsibility of the patron to obtain the appropriate copyright permission.
  • Special Collections and University Archives will make duplicates from its holdings when possible. Please read our policies and use fees regarding audio visual materials for more information.

 

Document Delivery (copy orders for off-site patrons)

  • Please allow up to 4 weeks for completion of copy orders. Large or complicated orders can take 6+ weeks. Staff may use discretion at number of folders that can be requested per order. Please email archives@iastate.edu with any questions or concerns. 
  • Fee schedule for copy orders
    • 1-20 pages: no charge for copies.
    • 21-100 pages: minimum charge of $15.00 + $.40 per page.
    • 100+ pages: cost above for first 100 pages + $.60 per page thereafter.
    • Payment for document delivery orders may be made by check or credit card (Visa, Mastercard, Discover).