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 and donor restrictions as well as the physical condition and format of the records. When researchers request copies, reproductions will be made at the discretion of the Archives staff. Only Archives staff or student workers are allowed to photocopy archival items.
1-2. Photographic reproductions may be restricted due to condition or size of an item or legal restrictions. Patrons are allowed to use personal cameras/phones to photograph archival materials as long as, in advance of any duplication, Archives staff is made aware of the researcher's intent and the appropriate use form(s) is completed .
1-3. Digital reproduction services are available in a range of file formats and resolutions.
1-4. Format permitting, the University Archives motion picture film and videotape holdings may be previewed by researchers at the Archives facilities. Arrangements for duplication services need to be made with Archives staff, and any costs thereof be established and satisfied in advance. 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. Request may bear a per-image publication fee or a 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.
4. RESPONSIBILITIES:
4-1. Approval for duplication of Archival records lies with the University Archivist and Archives staff.
4-2. The Archives staff 1) assist patrons in completing the duplication request forms, 2) duplicate materials, and 3) when a request cannot be completed in-house, arrange for other duplication services provided by campus services or commercial vendors.
5-1. Form UMC/ARCH 003 - Request for Permission to Publish, Exhibit, or Broadcast.
5-2. Form UMC/ARCH 004 - Request for Duplication.
5-3. Photocopy Flag - A 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.
6-1. Photocopying and Scanning
6-1-1. The patron indicates the document to be photocopied or scanned 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 copied. The patron signs 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 copying 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. Digital files, excepting those intended for publication, will receive a digital stamp similar to the one for photocopies.
6-1-5. Photocopies and scans are charged at their respective current rates.
6-2. Motion Picture Film and Videotape Duplication
6-2-1. The patron indicates his/her desire for duplication; the reference provider completes either the Form UMC/ARCH 003 Request for Permission to Publish, Exhibit or Broadcast or the Form Release for Personal Use with the necessary information. The patron reads and signs the Copyright Restrictions notice on the form.
6-2-2. If it is deemed appropriate and not harmful to the original media, one of the staff archivists will approve the duplication.
6-3. Permission to Publish, Exhibit, or Broadcast
Return to the Table of Contents6-3-1. 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.
6-3-2. 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.
6-3-3. Use fees are assessed per image, film, or videotape which authorize 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.
7. APPENDICES:
7-1. University Archives Request for Permission to Publish, Exhibit or Broadcast, Form UMC/ARCH 003.
7-2. University Archives Request for Duplication, Form UMC/ARCH 004.
7-3. University Archives Copy Flag, folded and used.
Revised: 01 May 2024
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