Getting copies or scans

It is possible to have copies made of some Special Collections materials.

Here are the available options:

  1. Bring your digital camera with you to the Special Collections Library and fill out the camera policy form.  Personal cameras may be used to make copies of rare materials in the reading room.  If you cannot visit in person, consider hiring a researcher (https://small.library.virginia.edu/services/independent-researchers/). Please note that hand-held and table-top digital scanners are not permitted.  Tripods are also not permitted.
  2. Submit a request for low-resolution scanned images (PDFs).  Due to limited staff resources, we can only fill orders of 30 scans or less.  This complimentary service is limited to one order per person per calendar year.  Submit requests for scans using the reference request form (https://small.lib.virginia.edu/reference-request/) and be sure to include a complete call number or a complete description of the item or collection.
  3. If your order is larger than 30 images or if you are in need of higher resolution scans, please submit an order to Digitization Services (https://tracksys.lib.virginia.edu/).  This process takes at least four weeks and costs $50 for the first hour and $25 for each subsequent hour.  Once you submit an order, you will be provided with an estimate of costs and delivery date.  We will not complete an order without your approval of the cost.

Reproductions may not be made for or donated to other repositories.  The Special Collections department reserves the right to refuse a duplication request if, in its judgment, fulfillment of the request would involve violation of copyright law.

Each item to be scanned must be evaluated by Special Collections staff on the basis of:

  • Physical condition – some bound items are too fragile to scan without endangering the originals.
  • Copyright issues – if the item is a published document, copyright restrictions may apply.  If the item is unpublished, copyright may rest in the hands of the author or his or her heirs.  Please note that it is the sole responsibility of the user of such materials to investigate the copyright status of any given work and to seek and obtain permission where needed prior to any distribution or publication.
  • Restrictions set by donors – some manuscript collections have restrictions against reproduction or publication.
  • Physical size – some items, such as maps or architectural drawings, are too large to fit on our low-resolution scanner.  These will require scanning by Digitization Services.