Special Collections
UCLA Library Special Collections

Library Special Collections Duplication Policy

The UCLA Library Special Collections (LSC) is committed to supporting research, teaching, scholarship, publication, and artistic production involving the use of materials from our physical and digital collections.

Unless prohibited by donor-imposed restrictions, LSC allows patrons to photograph materials in our collections for personal research uses only, subject to LSC policies and procedures for camera use in our reading room.  LSC also offers a fee-based service to provide digital copies of materials for researchers, according to the Special Collections Services Fees.

All copies of special collections materials created by patrons or provided by LSC fall under allowances provided by Section 107 (Fair Use) and Section 108 (Library and Archives Exceptions) of the United States Copyright Act.

Patrons may not publish, post to the Internet, or otherwise distribute copies of any special collections holdings that fall under U.S. Copyright law without appropriate permission. Provision of copies of LSC holdings does not in any way imply permission to utilize materials for reasons other than personal research and scholarly use.

If an intended use will extend beyond personal research purposes and a patron wishes to publish or distribute copies of materials in LSC’s collections, the patron is responsible for the following:

  • Clearing any intellectual property (copyright, trademark, patent), privacy, and publicity rights in the material prior to publication or distribution.
    • The majority of UCLA Library Special Collections materials are still within copyright.
    • UCLA Library Special Collections owns copyright for only a portion of the materials it possesses. 
    • Upon request, LSC will provide any rights contact information it holds, subject to the privacy needs of our donors.
  • Paying applicable licensing fees for the use of material when its copyright is held by the University of California Regents, in addition to any duplication costs.
  • Appropriately citing or crediting the source of any materials in LSC collections.
  • The Library does not grant or deny permission to publish or otherwise distribute material whose copyright it does not hold or material deemed to be in the public domain.

Requesting Copies | Service Fees

Scanning and Photocopying Requests

Library Special Collections staff handles all duplication requests. Readers are asked to review and acknowledge the Reproduction and Photocopying Requests Notice and complete and submit the appropriate request forms. Approved requests are normally processed in the order received.

The staff of Library Special Collections makes every attempt to accommodate duplication requests. However, limits have been established to ensure preservation of the materials. Duplication requests are therefore accepted pending review by public services staff.

Questions regarding duplication requests of materials from the Ahmanson-Murphy Reading Room can be submitted to speccoll-duplication@library.ucla.edu.   Questions regarding duplication requests of materials from the History and Special Collections in the Sciences can be submitted to speccoll-medisci@library.ucla.edu.

Service Fees

The UCLA Library charges fees for special collections services on a cost-recovery basis. Checks must be in U.S. currency, payable to the University of California Regents; California residents must add 9.0% sales tax as noted.

UC users are defined as UC faculty, staff, and students. UC user fees apply to university-directed research only. Services and materials for for-profit research will be charged at the non-UC rate.

Payment in full is required before orders can be picked up. A 50% non-refundable deposit is required for orders estimated at $50 or more.

Photocopying
UC Users
On-site requests:  
Black-and-white copies (letter or legal) $1 per page
Color copies $3 per page
Oversized copies $3 per page
Off-site requests, add:  
Production fee (non-oversized material) Waived for the first fifty pages or three maps; $22 per transaction thereafter
Production fee, oversized material Waived for the first fifty pages or three maps; $44 per transaction thereafter
Research fee (if applicable) Waived for the first half-hour; $53 per hour thereafter
Non-UC Users
On-site requests:  
Black-and-white copies (letter or legal) $1.35 per page
Color copies $4 per page
Oversized copies $4 per page
Off-site requests, add:  
Production fee, regular-sized material $30 per transaction
Production fee, oversized material $59 per transaction
Research fee (if applicable) Waived for the first half-hour; $72 per hour thereafter
Photography
UC Users
Production fee Waived for the first five images; $33 per image thereafter
Research fee Waived for the first half-hour; $53 per hour thereafter
Materials At cost, plus California sales tax
Non-UC Users
Production fee $45 per image
Research fee Waived for the first half-hour; $72 per hour thereafter
Materials At cost, plus California sales tax
Microfilming

Microfilming is outsourced to the Southern Regional Library Facility, which sets the basic charges; its prices are available on its website. Additional fees are listed below.

UC Users
Production fee Waived for the first five images; $22 per hour thereafter
Research fee Waived for the first half hour; $53 per hour thereafter
Non-UC Users
Production fee $30 per hour
Research fee Waived for the first half hour; $72 per hour thereafter
Duplication of Audio, Film, Videotape
UC Users
Production fee $17 per item
Research fee Waived for the first half hour; $53 per hour thereafter
Duplication fee: CD, cassette tape (performed in-house) $33 per item
Duplication fee: film, videotape, audiotape (outsourced) Determined by vendor
Materials At cost, plus California sales tax
Non-UC Users
Production fee $23 per item
Research fee Waived for the first half hour; $72 per hour thereafter
Duplication fee: CD, cassette tape (performed in-house) $45 per item
Duplication fee: film, videotape, audiotape (outsourced) Determined by vendor
Materials At cost, plus California sales tax
Digital Audio Transfer
UC Users
Production fee (chargeable by hour, from preparation of request to completion of transfer) $39 per item
Materials At cost, plus California sales tax
Non-UC Users
Production fee (chargeable by hour, from preparation of request to completion of transfer) $53 per item
Materials At cost, plus California sales tax
Digital Images (Scanning)

Some jobs must be outsourced to staff at the Southern Regional Library Facility who set their own prices; a price list is available on their website. Additional charges are noted below.

UC Users
A. Scanning charges  
For scanning orders done in-house  
Original scan (no digital image exists) $28 per image
Duplicate scan (digital image already on file) $17 per image
Research fee (if applicable) Waived for the first half-hour; $53 per hour thereafter
For outsourced scanning orders, in addition to vendor charges, add:  
Production fee Waived for the first ten images; $33 per hour thereafter
Research fee (if applicable) Waived for the first half-hour; $53 per hour thereafter
B. Materials Charge At cost, plus California sales tax
Non-UC Users
A. Scanning charges  
For scanning orders done in-house  
Original scan (no digital image exists) $38 per image
Duplicate scan (digital image already on file) $23 per image
Research fee (if applicable) Waived for the first half-hour; $72 per hour thereafter
For outsourced scanning orders, in addition to vendor charges, add:  
Production fee $45 per image
Research fee (if applicable) Waived for the first half-hour; $72 per hour thereafter
B. Materials Charge At cost, plus California sales tax
Exhibition Lending
UC Users
Flat fee $265
Per loaned item fee $103 per item
Shipping/messenger service (outsourced) At cost
Materials to protect/ship loaned items At cost
Appraisal Fee At cost
Insurance Provided by borrowing institution
Non-UC Users
Flat fee $358
Per loaned item fee $139per item
Shipping/messenger service (outsourced) At cost
Materials to protect/ship loaned items At cost
Appraisal Fee At cost
Insurance Provided by borrowing institution
Reference and Research Services
Fees for reference and research services are waived for the first half-hour for both UC and non-UC users. For research requiring more than thirty minutes, the following fees apply.
UC users Waived for the first half-hour; $43 per hour thereafter
Non-UC users Waived for the first half-hour; $59 per hour thereafter
Wire Transfer Fees
In some cases for invoices totaling more than $500, payment by electronic fund transfer (EFT) may be approved. A fee of $45 per transaction will apply for all users.