Georgetown University Library Special Collections Reproductions FAQ
This information pertains to material in the Booth Family Center for Special Collections and the Woodstock Theological Library (subsequently referred to collectively as Special Collections). Special Collections staff will consider requests for reproductions of specific items from its collections subject to limitations imposed by U.S. Copyright Law, donor restrictions, curatorial approval, conservation and security concerns, and available resources.
What will Special Collections reproduce?
Copyright. Materials in Special Collections will be reproduced if: (i) the materials is in the public domain; (ii) the copyright is owned by Georgetown University; or (iii) an exception to copyright, such as §107 (Fair use) or §108 (Reproductions by libraries and archives), applies. If the material you requested does not fall into one of these categories, BFCSC staff will not fill your reproduction order.
Fragile materials. Reproductions of extremely aged and fragile material are made at the discretion of Special Collections staff.
Georgetown University Archives. Reproductions of any published material from the Georgetown University Archives are permitted. Reproductions of department/office files are prohibited without the written consent of the generating department/office and of the university archivist.
Not otherwise available. Reproductions will not be made from books, newspapers, and serials that can be found elsewhere in the library or from an online source.
Litigation. Access to and reproductions of manuscript and archival material for any purpose involving pending litigation must be through the office of the University Counsel.
Media Requests. Access to and reproductions of archival materials by/for the media must be made through the Communications Office.
How can I place an order for reproductions?
Special Collections staff are available to make a limited number of digital reproductions (scans) for researchers in accordance with the provisions below. Completion of orders is based on staff time and availability. ORDERS WILL NOT BE COMPLETED ON A WHILE-YOU-WAIT BASIS. If you have specific reproduction needs, please contact Special Collections staff to see if they can be accommodated. When making a request, please note:
Staff must be notified if reproductions will be requested. It is the researcher's responsibility to indicate what specific items are to be reproduced and to submit a reproduction order request through their Aeon account.
PLEASE DO NOT REMOVE ORIGINAL MATERIAL FROM FOLDERS. Use paper markers (provided by staff) to tag the selected items. Use one marker per item. Identify the item and indicate collection name, box/folder numbers and number of pages on each marker. Place the marker in front of the item so that the marker is visible when the folder is replaced in the box. Folders and contents should not be left standing upright in the box. Box covers should be replaced securely on all boxes. Be sure to indicate to staff which boxes contain reproduction orders.
When requesting reproductions from a book, please place a paper marker at the desired location in the book and identify the pages to be scanned on the marker with a pencil.
Requests cannot exceed 25 images.
Digital reproductions can be made in a variety of formats depending on the nature of the request. Please consult with staff on individual specifications.
Digital reproductions will be delivered via email.
Can I make my own copies on-site?
On-site researchers may request permission to take their own digital images using a personal camera. Researchers utilizing material from multiple curatorial units (i.e., University Archives, University Art Collection, Manuscripts Collections, Rare Books Collections, and the Woodstock Theological Library) must request separate permissions from each curator prior to photographing material from the respective unit(s). Number of original pages permitted for reproduction will depend on the physical condition of the items and any additional restrictions imposed by the relevant curator. Further set-up instructions may be issued by Special Collections staff. All flash and sound features on equipment must be deactivated. The use of small hand-held scanners must be approved in advance.
How can I use materials I obtained from Special Collections?
If you wish to publish materials from Special Collections, you are solely responsible for determining the copyright status of the materials you wish to publish, determining who the copyright owner is and obtaining permission for your intended use. Read our Special Collections - Copyright Information page for more information.
Deposit of reproductions in another repository is prohibited.