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Reproducing Library Materials

Patrons may request reproductions of materials held in the collections of Kenneth Spencer Research Library.

The recipient of the reproductions may use them only for research, teaching, or private study. S/he may not make them for, or donate or sell them to, other repositories.

All requests for reproduction are reviewed by Library staff. Requests may be denied or limited based on factors such as copyright compliance, donor restrictions, or the condition of the item.

Researchers may not publish reproductions in print, share them on the Internet, or exhibit them without written permission, obtained by completing and submitting a "Request for Permission to Publish, Distribute, or Display" form. Permission to obtain a copy of Spencer materials does not convey the right to use or publish in any manner the material subject to copyright. Such rights are secured only with the joint permission of the holder of the copyright and the library as owner of the material. In most cases, Spencer does not own the copyright. It is the patron's sole responsibility to determine the copyright status and to obtain any required permission from the copyright holder. Other legal restrictions in addition to copyright, such as privacy, publicity and trademark rights, may also limit a researcher's use of library materials. When permission is granted, the researcher agrees to give proper acknowledgement to Kenneth Spencer Research Library, University of Kansas Libraries, as the owner and source of the material.


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Reproductions Created by Patrons

On-site patrons may be able to scan some materials themselves, using the Bookeye (overhead) scanner in the Reading Room or a personal digital camera. There is no charge for these scans, but researchers must first obtain permission from Library staff. Please note that scans made on the Bookeye are not publication quality.

When users have been granted permission to personally scan or photograph materials, they must agree to the following conditions:

  • Indicate all items to be photographed and show them to the librarian on duty for approval; some items may also require approval from the curator responsible for the material being requested.
  • Complete the Library's Copy Request form, listing all items to be photographed and signing the copyright statement.
  • Handle the materials with care and according to Library rules. Do not bend, press down, or otherwise manipulate or rearrange materials.
  • Keep materials flat on the table or scanning bed or in the stand or cradle provided. Library book weights can be requested to keep items flat, if appropriate.
  • Ask Library staff for assistance with fastened items or items in protective casings.
  • Keep accurate citations for all items photographed. If you wish to order publication-quality images (at a standard fee) or request permission to publish materials, you will be responsible for knowing which items you are requesting.
  • It is your responsibility to copy within fair use guidelines of the U. S. Copyright Law and to obtain permission to publish from copyright owners.

In addition to the above, researchers using a digital camera must also agree to the following conditions:

  • Turn off the flash and sound on your camera; do not use any special light to photograph.
  • Do not stand on chairs, tables, or other furniture or place items on the floor.
  • Do not take photographs of the staff, Reading Room, or other researchers.

Reproductions Created by Staff

A researcher may request copies or scans of items in the Library’s collections when s/he is not on-site; it has been determined that the material being requested must be scanned by a Library staff member; or a publication-quality reproduction is needed. Copy fees will apply (see below).

To request reproductions, a patron must complete and submit both pages of the Copy Request form. Note: the copyright compliance line must be signed or copies cannot be provided. The request will then be reviewed and approved by the appropriate librarian or archivist before copying may proceed. This evaluation is usually completed within three business days. After approval is granted, copying for most requests is usually completed within five business days. An invoice will be provided to the patron, usually via email, once the request has been approved; payment (a check payable to the University of Kansas) must be received before the reproductions can be delivered.

PDFs and low-resolution image files will be delivered by email whenever possible. Large PDF files and high-resolution image files will be delivered via Hawk Drive, the University’s FTP site, which is also available to researchers who are not affiliated with KU. The patron will receive an email with links to the images. If more than fifteen high resolution images are requested they will be burned onto a DVD and mailed to the patron, or the patron may pick up the DVD in the Library.

Requests for large amounts of copying will require more time. Requests requiring use of specialized equipment because of the fragility or size of the original will require up to two weeks for completion. Library staff will contact the requestor in these cases or if the item cannot be copied.

Charges and Fees

Reproductions can be paid for by cash or a check made payable to the University of Kansas. Overseas patrons should contact Copy Services Manager Kathy Lafferty (klafferty@ku.edu) regarding payment options.

On-site patrons at Spencer Research Library are charged sales tax at the local rate, 8.7%.

Off-site researchers who are Kansas residents are charged sales tax based on the rate for their zip code. This information can be obtained from the Kansas Department of Revenue website.

Off-site patrons who are not Kansas residents are not charged sales tax.

Print Materials, Manuscripts, and Photographs

Patron-created reproductions
Bookeye scanner No charge
Digital camera No charge
Staff-created reproductions
PDF reference copies (not available for negatives or slides) $0.25 per image
JPEGs (low resolution) $2.00 per image
TIFFs (high resolution, for publication or enlargement) $5.00 per image

Sound and Moving Images

Delivery options
Media: DVD, CD, cloud upload, or delivery on customer-provided external drive.
Format: MP3 (audio) or MP4 (moving image); alternative file formats possible upon request.

Processing time
Typically ranges from one business day to several weeks based on nature and size of project.
Please allow up to four weeks for processing.
Rush orders may include additional charges.

Analog to digital conversion
Includes: LP, 78rpm, 45rpm, audiocassette, open reel tape

$25/hour per source ($25 minimum)

Digital source to digital copy $25 per file copied
Outside vendor digital conversion
Employed rarely, when source media requires special attention
Vendor cost
Moving Images
Digital source to digital copy $25 per file copied

Outside vendor digital conversion
Employed to convert analog (and older non-standard digital) moving image content

Typical vendor rates: 
Film-to-digital: 16mm standard definition conversion: $125/30 min. (average)
Video-to-digital: $75/hr. (average)

Vendor cost

Contact Information

Patrons may submit their completed forms and any questions about Spencer Research Library’s reproduction policies and procedures to:

Kathy Lafferty
Copy Services Manager
Kenneth Spencer Research Library
University of Kansas Libraries
1450 Poplar Lane
Lawrence, Kansas 66045

Email: klafferty@ku.edu
Phone: 785.864.8924
Fax: 785.864.5803


Caitlin Donnelly
Head of Public Services

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