The University Archives provides a variety of duplication services but reserves the right to restrict reproduction of its materials due to condition, size, or donor requirements.
1-1. Photocopying of Archives material will be permitted in accordance with copyright or donor restrictions and the physical condition and format of the records. When researchers request copies, reproductions will be made at the discretion of the Archive staff. Only Archives staff or student workers are allowed to photocopy historical items, in the majority of cases.
1-2. Photographic reproductions may be restricted due to condition or size of an item or legal restrictions. Patrons are required to pay the cost of any copy negatives that must be made in order to fulfill a duplication request; the copy negatives are retained by the University Archives. All photographic service charges must be fully paid at the time that the order is placed.
1-3. Digital reproduction services are available in a range of file formats and resolutions, for delivery by e-mail, disk, electronic transfer via the Internet, or as ink-jet printouts on photographic paper.
1-4. The University Archives motion picture film and videotape holdings may be previewed by researchers at the Archives facilities. A VCR and monitor are available for viewing videotapes; a Steenbeck film editor is onsite for previewing films, but a staff member must be available for its operation. Duplication services are provided through a local commercial vendor, however duplication may be restricted due to condition of the items or donor requirements.
1-5. Permission to publish or exhibit archival images or to display or broadcast footage from archival films or videotapes must be obtained from the University Archivist or a designee. This permission grants a one-time use of the image or footage in unaltered form. Each image or broadcast must include a University Archives credit line. Image users must pay a per image publication fee or per broadcast fee.
1-6. Patrons are responsible for observing all U. S. Copyright regulations.
Duplication services are a great asset for researchers. Realizing this, the University Archives wishes to accommodate researchers in any reasonable duplication request. However, the Archives' priority lies in maintaining the collections for future use, and in some cases, this may require refusal of photocopying requests or other duplication services. For those requests that are approved, adherence to the procedures outlined below will help further the Archives' mission of securing and preserving the records of the University.
3. SCOPE:
This policy applies to all University of Missouri - Columbia Archives staff members and student workers.
4. RESPONSIBILITIES:
4-1. Approval for duplication of Archival records lies with the University Archivist and Archives staff.
4-2. The Archives staff and student workers (under staff direction) assist patrons in completing the duplication request forms, photocopy materials, and arrange for other duplication services provided by the Academic Support Center and commercial vendors.
4-3. The Archives produces digital reproductions.
5-1. Archives (or Scanning) Account - the account for depositing payments for scanning services, fees for permission to publish, exhibit or broadcast, and charges for research services.
5-2. Copy Account - payments for photocopying and photo duplication services are placed in this account to reimburse the Ellis Library Copy Service for general copy supplies and equipment maintenance.
5-3. Digital Reproduction - producing a copy of a record or image file by means of computer (digital) scanning.
5-4. Duplication Services - any means of producing a copy of an original document or image, e.g., photocopying, digital or photographic reproduction.
5-5. Form UMC/ARCH 003 - Request for Permission to Publish, Exhibit, or Broadcast.
5-6. Form UMC/ARCH 004 - Request for Copies.
5-7. Form UMC/ARCH 005 - Photo Order.
5-8. Petty Cash Fund - a $25 fund maintained in the Archives which is only used to make change. It is kept locked in the Archives.
5-9. Photocopy Flag - a form printed on a long sheet of colored paper used to mark items requested for photocopying or other duplication. The bottom of the form is turned up, forming a flap to enclose the item, and then both form and item are placed back in the item's original location. The flag protrudes from the top of the file folder, indicating the item for duplication without disturbing the order of the records.
5-10. Photocopying - a copy of printed or graphic material made by a device which photographically reproduces the original.
6-1. Photocopying
6-1-1. The patron indicates the document to be photocopied by placing it in the upturned flap of a photocopy flag and replaces the flag and document in its file folder.
6-1-2. The patron, with the assistance of the reference provider, completes Form UMC/ARCH 004, listing all materials to be photocopied. The patron initials the line following the Copyright Restrictions, indicating that he or she has read and understands the restrictions.
6-1-3. The Archives staff or student workers performs the photocopying of historical materials, taking care in the handling of delicate materials, and then returns the document to its original file folder and box.
6-1-4. Each photocopy is stamped with the COURTESY OF UNIVERSITY OF MISSOURI ARCHIVES rubber stamp, and then the collection number and file folder number or title are added to the copy or to the first page of a multiple page document.
6-1-5. The total number of copies is multiplied by the current cost per copy (posted above the photocopier).
6-1-6. The Archives accepts checks and cash, but does not have the means to accept credit cards. Payment is placed in the Copy Account. Staff or student workers should always offer a receipt for payment.
6-2. Photograph Duplication (via outside vendor)
6-2-1. The patron indicates the photograph requested for duplication by wrapping it in a photocopy flag.
6-2-2. The patron reads the Copyright Restrictions paragraph on Form UMC/ARCH 005, and initials the line directly below it, indicating that he or she has read and understands the restrictions.
6-2-3. The reference provider completes Form UMC/ARCH 005 and lists each photo requested for duplication including the desired format, size, photo finish and number of copies. A copy is made of the form to send to the service provider with the duplication order.
6-2-4. The staff or student worker removes the photo or negative from its container and marks its location with an outcard. The collection number, box number and folder number or title are penciled onto the back of the photo or onto the photo or the negative sleeve.
6-2-5. If a copy negative is not available for duplication purposes, the patron must pay for each copy negative needed, and the Archives will retain the negative.
6-2-6. Photographic reproductions are produced by local commercial vendor. Using their current fee sheet, the reference provider calculates the cost for duplication services. The patron must pay for duplication services in advance. Payment is placed in the Copy Account.
6-2-7. University customers will often pay for duplication services by having their department's PeopleSoft university account charged. Such customers must provide Archives staff with the following numbers: (1) MoCode # (5 characters, starts with C and followed by 4 digits) and (2) PeopleSoft # (6 digits)
6-2-8. Occasionally, University Archives will need to use the University Archives Charge Code (Library E and E) to pay for services from the Ellis Library Copy Center. The Copy Center will request this code before services are rendered. The Archives representative takes the materials for duplication to Ellis Library Copy Center and waits for the photocopies to be made.
6-2-9. A staff member or student worker will then notify the customer that the copies are ready for pickup at the Archives, or if postage and handling charges have been prepaid, the staff member or student worker will mail the prints to the customer. A list of charges for mail delivery is located above the photocopier.
6-3. Digital Reproduction
6-3-1. The patron indicates the photo or document requested for duplication with a photocopy flag.
6-3-2. The reference provider completes Photo Order Form UMC/ARCH 005. The patron reads and initials the Copyright Restrictions notice on this form.
6-3-3. The patron indicates what format (.jpg or .tif suggested), resolution (200-300 dpi suggested), and size is needed for the digitized image, and designates the means of delivery, i.e., e-mail, disk, electronic transfer via the Internet, or as ink-jet printouts on photographic paper.
6-3-4. The Archives staff will scan the item or items.
6-3-5. Fees for this service are placed in the Archives (also known as Scanning) Account.
6-3-6. Digital images can be provided to the patron as an email attachment, downloadable image file on a web photo drop page, a standard diskette, or, for an additional fee, CD-R, Zip disk, or photographic/picture paper.
6-4. Motion Picture Film and Videotape Duplication
6-4-1. The patron indicates his/her desire for duplication; the reference provider completes Photo Order Form UMC/ARCH 005 with the necessary information. The patron reads and initials the Copyright Restrictions notice on the form.
6-4-2. The Archives provides duplication of complete films and videotapes through a cooperative agreement with a local commercial vendor, currently Columbia Photo.
6-4-2-1. The patron selects the film(s) or videotape(s) s/he wishes to have duplicated and makes his/her intentions known to the Archives. If it is deemed appropriate and not harmful to the original media, the University Archivist will approve the duplication.
6-4-2-2. The patron then contacts the commercial vendor and makes all arrangements for the duplication, pickup, and payment.
6-4-2-3. An Archives staff member contacts Scott Smith of Columbia Photo either via telephone (573/443-0503) or email (scotts@columbiaphoto.com) to arrange to have the materials picked up.
6-4-2-4. The staff member places a yellow "Archival Preservation" sticker on the film container. In addition, the staff member writes the location code on the yellow sticker.
6-4-2-5. The materials are placed on the OPAC table with a copy of the completed Photo Order Form UMC/ARCH 005 on top.
6-4-2-6. The vendor delivers the original materials to the Archives when the duplication has been completed. The vendor also notifies the patron that his/her copy order is ready for pickup or mailing.
6-4-2-7. The customer receives his/her copy from Columbia Photo and pays that provider directly for their services. The Archives is not responsible for arranging for the duplication, delivery of copies, or payment of copy costs.
6-5. Permission to Publish, Exhibit, or Broadcast
6-5-1. Permission to publish or exhibit Archives images, or to broadcast or use footage from Archives films and videotapes, must be requested and granted in writing on Form UMC/ARCH 003 Request for Permission to Publish, Exhibit or Broadcast.
6-5-2. The customer will complete the top half and lower left portion of Form UMC/ARCH 003 Request for Permission to Publish, Exhibit or Broadcast. (This lower left portion may require the assistance of a staff member.) An Archives staff member will complete the lower right portion of the form. The credit line includes the words Courtesy of University of Missouri Archives followed by the number of the collection containing the reproduced item, e.g., C:3/17/3. The fee amount is added on the appropriate line and the form is then signed and dated by both the customer and the Archives representative. A copy is made and given to the customer.
6-5-3. A fee of $60 per image, film, or videotape authorizes a one-time use for a commercial or for-profit institution or individual benefit. Use fees are charged to all non-University offices and individuals.
6-6. Duplication services and permission to publish can also be requested by phone, e-mail, or mail.
6-6-1. For distance requests, the nature of the requests should be noted in the white space of the Request for Copies Form UMC/ARCH 004 or the Photo Order Form UMC/ARCH 005, directly below the Copyright Notice and above the Materials to Be Duplicated section.
6-6-2. Photocopies will be sent to distance customers, with the addition of a postage and handling fee.
6-6-3. Photo duplication requests will be completed as outlined in section 6-2. After completion of the calculation of the duplication charges and the postage and handling charges, the distance customer will be notified. Payment must be received before the photographic duplications will be sent.
6-6-4. Digital reproduction requests will also be calculated prior to completion of services. Payment for the reproductions and postage and handling charges must be received before the reproductions will be sent.
6-6-5. Distance requests for film or videotape reproductions are handled identically to on-site requests. (See section 6-4.)
6-6-6. If a distance customer requests permission to publish, exhibit or broadcast, Form UMC/ARCH 003, Request for Permission to Publish, Exhibit, or Broadcast, will be faxed or mailed to the customer. This form must be signed and returned with payment before permission will be granted.
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7. APPENDICES:
7-1. University Archives Copy Flag, folded and used.
7-2. University Archives Request for Copies, Form UMC/ARCH 004, completed.
7-3. University Archives Photo Order, Form UMC/ARCH 005, completed.
7-4. University Archives Request for Permission to Publish, Exhibit or Broadcast, Form UMC/ARCH 003, completed.
(Revised: 13 August 2002)
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