Reproduction Policy

The University Libraries, Special Collections Department provides high quality digital surrogates of archival materials for the use of private study, research, and scholarship. The department regulates the reproduction of archival materials to reduce the amount of handling an object receives to ensure long term preservation and accessibility.

On site digitization is not available in the Special Collections reading room. For in-house researchers to Special Collections, the use of hand-held, non-flash, mobile device cameras are permitted for research and study. All other photographic equipment and devices are prohibited in the reading room. This equipment includes, but is not limited to: Tripods, video or phone stabilizers, table top mounts or rigs, external flash, light boxes, etc.

Archives staff will assist users who wish to obtain copies of archival materials. Please note that the Special Collections Department assesses fees for processing requests for some archives users. Students, faculty, and staff doing business on behalf of the University of Memphis (e.g. assignments, departmental use) will not be assessed fees for reproductions created by the Special Collections Department. Non- university affiliated individuals and entities may be assessed fees. All reproduction is subject to paperwork that is retained within the department.

 

Image Processing Fees

Requests for images will be based on volume. Fees for one to five images will be $40.00. Images beyond five images will be assessed additional fees. For example, if a request is for three images, it will be assessed for $40.00; if for eight images, the fees assessed for this request will total $80.00, and so on. 

 

Audio Processing Fees

Where audio recordings can be digitized in-house, there is a processing fee of $40.00 per audio recording request. Oral histories or other audio that are comprised of more than one recording will be assessed per recording, i.e. one oral history comprising three audio tapes will cost $120.00. Special Collections will provide MP3 files for all requests through file sharing download. Special requests for alternate digital formats may be considered upon request.

 

Video Processing Fees

Fees for video digitization and processing are assessed at $100.00 per hour. This includes retrieval of the files, any necessary editing, and packaging for distribution.  Time is calculated by the hour, not the minute, i.e. digitization that takes 60 minutes or less will incur a fee for 1 hour; 61-120 minutes will incur a fee of 2 hours, etc.   

 

All questions regarding reproduction should be directed to the department's e-mail address: specialcollections@memphis.edu.   Special Collections Department
University of Memphis Libraries
901-678-2210 | specialcollections@memphis.edu