Reproduction & Publication Policy of Special Collections and University Archives

Special Collections and University Archives seeks to make accessible and preserve its collections, which includes access to copies of most material for personal, research, or publication use. Our reproduction and publication policy has been fashioned to both meet patron needs and to ensure the continued preservation of those materials.

Limitations preventing reproduction may include but not be limited to the fragility of the material, privacy restrictions, donation agreement restrictions, and copyright compliance.

Most reproduction services are offered for free, but donations are alway appreciated for use of our resources, services, and equipment.

  • Self-service reproduction
  • Reproduction requests
  • Publication and exhibition
  • Copyright compliance
  • Fees

Patrons may make reproductions of our material for personal or research use when they are using our materials onsite in Special Collections and University Archives. Patrons may take photographs of items with personal digital cameras or smart devices. Patrons may also use our photocopier to make photocopies or to scan documents.

Patrons should speak with Special Collections and University Archives staff members before making reproductions to inquire about potential limitations, which may include but not be limited to the fragility of the material, privacy restrictions, donation agreement restrictions, and copyright compliance. Audiovisual recordings cannot be reproduced by patrons.

Patrons wishing to publish or exhibit (including online display) items they copy themselves should read the Publication and Exhibition section below.

Scans of materials and digital reproduction of audiovisual recordings may be requested by patrons. Adequate time, in part determined by the volume and type of the request, should be allowed for the production of these reproductions. Limitations preventing reproduction may include but not be limited to the fragility of the material, privacy restrictions, donation agreement restrictions, and copyright compliance.

Digital audio files are provided in MP3 format, while scans are typically provided as JPEGs or PDFs. TIFFs are available in some instances.

Patrons wishing to publish or exhibit (including online display) items copied for them should read the Publication and Exhibition section below.

To request a reproduction for personal or research use only, please submit the Conditions Governing Use of Materials from Special Collections and University Archives form:

Submit the form to the Special Collections and University Archives email, fax, or mailing address on the contact page.

Patrons wishing to publish or exhibit (including online display) items should submit the Publication Permission form. [link to Publication Permission form]. This form must be submitted for each publication or exhibition using Special Collections and University Archives material. Special Collections and University Archives also requests copies of publications for addition to our collections.

Limitations preventing reproduction and publication may include but not be limited to the fragility of the material, privacy restrictions, donation agreement restrictions, and copyright compliance.

To request a reproduction for publication or exhibition (including online display), please submit the Conditions Governing Use of Materials from Special Collections and University Archives for Publication form:

Submit the form to the Special Collections and University Archives email, fax, or mailing address on the contact page.

Compliance with copyright restrictions on use of photocopies and scans are the responsibility of the patron. Special Collections and University Archives reserves the right to refuse to accept a request to make copies or scans if, in our judgment, fulfillment of that request would involve violation of copyright law.

For more information about copyright, visit the Virginia Tech University Libraries copyright website.

Most reproduction services are offered for free, but donations are alway appreciated for use of our resources, services, and equipment. The following are suggested donations:

  • Self-service copies: $0.10 per page
  • In-house digital scans or copies provided by the staff: $0.25 per page
  • Digital audiovisual files will be provided along with a request for a donation to Special Collections and University Archives. Details will be provided at the time of the request.
  • If an outside vendor is required for any reason, special arrangements will be made and costs will be passed on directly to the patron.