Special Collections: Fees & Services

Reference Request

It is the researcher’s responsibility to conduct their own research. The Division’s staff may only aid the research by supplying the information necessary for the researcher to effectively use the resources maintained by this facility.

Photocopying

When placing orders for photocopies, please use the Research Request Form. Large orders will be assessed by an hourly labor charge in addition to the normal fees. This includes microform reproductions. Please see Terms and Conditions at the end of this fee schedule. All photocopying is processed by The Division’s staff¹.

Paper Copies

Size	Price
8.5×11	$0.20
8.5×14	$0.30
11×17	$0.40
Color, Any Size	$1.00

Electronic Copies²

Size	Price
Any Size	$0.10

Microform Reproductions

The scanner can produce digital and printed copies from microfilm, microfiche and aperture cards. All microfilm/microfiche reproductions are processed by The Division’s staff¹.

Electronic Copies²

Size	Price
Any Size	$0.10

Images³

The Division can digitize photographs, negatives, slides and transparencies. When placing orders for digitization, please use the Research Request Form. Resolution varies depending on the size of the original image. Default file format is TIFF. Digital correction of scanned images is limited to the correction of brightness and contrast and is included in the basic scanning fee. If further digital correction or manipulation is requested, fees will be added on a per-hour basis plus the charge for the normal scan. Rush fees will apply. Please note that all scans are completed for IBM compatible PCs only. Please see Terms and Conditions at the end of this fee schedule. All scanning is processed by The Divisions staff¹.

Scan^1,2

Item or Service	Price
New Scans	$8.00
Previously Scanned	$4.00
Jewel Case	$1.00
Digital Correction	$50.00 (minimum charge hourly) plus $8.00 per scan
Stitching Large Format Items	$10.00 (minimum charge hourly for image assembly) plus $8.00 per scan

Video and Audio Duplication

Item	Price
Videotape (VHS)	$15.00 – mp4
DVD-R	$15.00 – mp4
Cassette Tape	$10.00 – mp4
CD-R	$10.00 – mp4

Publication Fees

When placing orders for publications, please fill out a Research Request Form, after which a Licensing Agreement will be sent to provide the necessary information and for electronic signature through DocuSign.

Note: Publication fees do not apply to educational and non-profit organizations.

Still Images

Location	1-10 Images	11-25 Images	26+ Images
State/Local	$25.00	$20.00	$15.00
Nationwide	$75.00	$65.00	$55.00
Worldwide	$100.00	$80.00	$70.00

Moving Images

Location	Price per Second
State/Local	$20.00
Nationwide	$30.00
Worldwide	$40.00

Miscellaneous

Please see Terms and Conditions at the end of this fee schedule for shipping and handling and rush fees.

Shipping and Handling (Minimum Charges)

Location	Price
Domestic	$5.00
Foreign	$20.00

Rush Fees

# of Days	Rush Fee
One Day	adds 200% to the fee
Two Days	adds 100% to the fee
Three Days	adds 50% to the fee

Methods of Payment

Check or Money Order

Make checks payable to The University of Texas at Dallas.

Credit Cards

• American Express
• MasterCard
• Visa
• Discover

Payments from outside of the USA by credit card only. To make a credit card payment online, please visit our payment portal.

Any questions regarding payment should be directed to The Division at LIBSPCO@utdallas.edu or call at +1 (972) 883 2570.

Digitization Capabilities

Disclaimer: The Division staff will do their best to comply with all digitization requests but refuse to digitize any materials that are too fragile. This includes outsourcing materials to a vendor. For specific inquiries, contact the Digital Archivist.

Part I. What Can Be Digitized In-House

1. Still Images and Documents: Within the limits of the copyright law, The Division can digitize a variety of prints and negatives, from 35 mm negatives to oversize prints (63.5 x 85.0 cm (25 x 33.5 inches)). The Division can also digitize 16- and 35-mm microfilm and microfiche.
2. Audio: the Division can digitize the following audio formats:
   • Optical discs: CDs; CD-Rs; CD-RWs; CD-ROM; DVDs; DVD-Rs; DVD-RWs; DVD-ROM
   • Magnetic tapes: 1/8-inch audiocassettes; micro-cassettes
3. Moving Image: the Division can digitize the following moving image formats:
   • Optical discs: CDs; CD-Rs; CD-RWs; CD-ROM; DVDs; DVD-Rs; DVD-RWs; DVD-ROM
   • Magnetic tapes: VHS; S-VHS
4. Oversize Objects: the Division can digitize oversize documents and objects up to 63.5 x 85.0 cm (25 x 33.5 inch). Heavy objects may not be eligible for digitization, at the discretion of the Digital Archivist.

Part II. What Cannot be Digitized In-House

1. Still Images and Documents: the Division cannot digitize still images and documents over a certain size 63.5 x 85.0 cm (25 x 33.5 inches). This includes many blueprints.
2. Audio: the Division cannot digitize the following audio formats:
   • Magnetic tapes: ¼ audio tapes (reel-to-reel); wires; ¾ U-Matic tapes; mini-cassettes
   • Grooved media: Cylinders; gramophone/phonodisc records; large discs (Shellac, nitrate or acetate discs, vinyls; belts (Dictabelts or Memobelts))
   • Optical discs: LaserDiscs, DAT
3. Moving Image: the Division cannot digitize the following moving image formats:
   • Optical discs: LaserDiscs
   • Film: 35 mm, 16 mm¹, 8 mm, Super 8
   • Magnetic tapes: 2” Quad; 1” Type C; ½” open reels; Betacam (including BetacamSP, Betacam SX, and Digital Betacam); Video8; Betamax; Digital Betacam; MiniDV ¹ 16 mm film can be played for viewing at SP2 but only by trained staff.

Policies & Procedures

Materials are placed in a Special Collections area in order to preserve their use for research. These materials require special storage, handling and security. We request that you participate in the preservation of our holdings by adhering to the following procedures.

Although we hope that all of our patrons are trustworthy and careful in their handling of materials, our staff expects everyone to follow our rules and guidelines. This will help maintain the condition of Special Collection materials for future research.

General Procedures

1. Non-UTD visitors to the McDermott Library must register at the service desk on the 2nd floor (ground floor) and present a government ID with a photo. All visitors to the History of Aviation Archive, located in SP2, must present a photo ID. We ask that all visitors, online and in-person, fill out a Research Request Form.
2. Any personal property (coats, purses, hats, bags, backpacks, briefcases, research materials, etc.) will be stored in lockers in the department’s break room.
3. All the materials must be handled with great care. Patrons who carelessly handle materials may be denied further access.
4. Cell phone use is not permitted.
5. Patrons are not permitted to do their own copying and/or scanning, or using electronic devices of any kind – for example handheld scanners, tablets, cell phones, digital cameras, or other devices – that could be used for reproduction.
6. Digital cameras, cell phone cameras or other electronic devices may not be used to take pictures of the Special Collections exhibits without the permission of Special Collections staff.
7. Patrons are asked to sit at the table properly. No feet are allowed on the tables, no sitting on the tables, no sleeping or lounging at the tables.
8. No food, drink, tobacco or gum is allowed in Special Collections.

Collection Policy

The Special Collections and Archives Division collection policy (pdf), is a concise list of our policies and includes materials we do and do not accept.

Material Usage Procedures

1. Only staff members can retrieve archival materials from the closed stacks. The public is not allowed into the closed archival stack areas.
2. All materials housed in Special Collections are to remain within the designated area. At no time are materials allowed out of the research areas. All materials stored in vaults are ONLY available through the Coordinator for Special Collections.
3. ONE archival box will be brought out to a reader at a time. Only one folder is allowed on the research table at a time.
4. Materials must remain on reading tables during use. They are not to be placed in the lap or propped against the table edge.
5. Readers are asked to handle materials with clean hands, turning pages slowly and carefully, touching only the margins if possible.
6. No marks are to be added or erased from the materials.
7. No tracings or rubbings may be made without specific permission by the staff.
8. The order and arrangement of the materials must be preserved. Apparent irregularities should be called to the attention of the staff.
9. Researchers using photographic materials must wear special gloves.
10. When conducting research with collections of high value the researcher will be under direct supervision of a staff member.
11. Identification must remain with the materials at all times. Please use acid-free tabs located on the research table to mark your place when pulling items from boxes and folders.
12. Notes during research should be taken with pencil and paper provided by the staff. A personal laptop can be used.
13. Material must be returned to staff when the researcher leaves for the day. All items assigned to researchers must be returned no less than 15 minutes before closing time.
14. Readers must present all personal materials for inspection as requested by the Special Collections staff.

Duplication Procedures

1. For patrons visiting the archives, all requests for reproductions must be accompanied by the Research Request Form.
2. Special Collections staff will perform all photocopying and scanning of materials.
3. Patrons are not permitted to photocopy and/or scan archival materials. Copy or scanning requests may be denied due to the condition, size, or restrictions placed on an item.
4. It is the researcher’s responsibility to conform to all legal literary and copyright provisions attached to the materials used. The Special Collections Department will not be responsible for the infringement of any such laws.

Terms and Conditions

• All forms must be signed and returned to The University of Texas at Dallas (UTD) before requests are processed.
• All fees must be paid in advance before materials are made available to the customer.
• Only forms provided by The Division for terms of use and permission to publish will be accepted.
• It is the customer’s responsibility to follow Copyright law. It is the customer’s responsibility to secure permission from Copyright holders on material that UTD does not own. The institution will make every reasonable effort to help determine copyright ownership.
• Turnaround time for research requests is five days depending upon staff availability and request load.
• Orders that outweigh or are larger in size than typical shipping may require additional shipping charges. Charges will be based upon rates listed by the United States Postal Service.
• Orders over 100 pages and/or requiring more than one hour to complete will be subject to a labor charge in addition to the normal fees. A quote for labor charges based on the materials requested will be provided before an order is placed.
• UTD reserves the right to refuse to digitize materials that meet the following conditions (this includes outsourcing materials to a vendor):
  • The condition of the material is too fragile to be digitized.
  • Material is too large to fit on the scanner, photocopier, or other digitization equipment without damaging it.
  • Material to which this institution does not own copyright and the use of that material can or may violate the “fair use” clause in the United States Copyright law.
• All digital files are made available through our cloud server Box. Customers might have to create an account with Box before accessing the files.