Making, using, or ordering copies of materials in the archives

Key forms

Reproduction order
Permission to publish

Procedures and fees

Special Collections and University Archives items do not leave the department, but most items can be copied using the self-service scanner or with staff assistance. Procedures and fees vary by types of material and the intended use.

Self-service

COST: Free

Special Collections and University Archives has an overhead scanner for public use in the reading room. It can scan images and manuscripts (excluding oversized items) at 600 dpi and send them via email and flash drive.

Cameras are allowed in the Reading Room for research purposes; please ask about policies and procedures at the reference desk.

Many materials are available for free download in our Digital Archive.

Submit the permission to publish request form (link at top of page) for use of materials in publications, films, and on the web. Follow the instructions for crediting the department.

Staff-assisted

COST: Varies

Staff assisted scanning is always free to users with disability-related needs.

Use the reproduction order form (link at top of page) to request digital copies of materials. You will receive a confirmation and/or invoice shortly after submitting an order. After any fees are paid, digital copies will be transferred via our file transfer system. You will receive an email message with instructions.

High-resolution digital copies

Digital files of photographs, documents, maps, or architectural drawings are available in either TIFF, JPG, or PDF format at up to 400 dpi (other resolutions may be available upon request).

Some of our materials are available online for free download already. Please check our digital archive before placing your order.

  • Reproductions of 10 items are free-of-charge per every 6 months
  • $10.00 per item after 10 item limit has been reached
  • If delivered online via web-file transfer, free
  • If delivered via CD/DVD, $1.00 for CD/DVD and $6.00 for shipping

Audio and video files

Digital files of audio recordings or moving images will be provided in MP3 (audio) or MP4 (video) files through file transfer or on CD or DVD.

Some of our materials are available online for free download already. Please check our digital archive before placing your order.

  • Service price is dependent on project.
  • Consultation is required and estimate will be given after that time.
  • If delivered online via web-file transfer, free
  • If delivered via CD/DVD, $1.00 for CD/DVD and $6.00 for shipping

Photocopies

Black-and-white photocopies of unbound documents.

For personal and research use only; not for use in publication, broadcasts, public display, or on websites. Photographs must be scanned rather than photocopied for preservation reasons.

  • $0.10 per page.
  • Reproductions of 10 items are free-of-charge per every 6 months.
  • $10.00 per hour for any photocopying or scanning taking more than 30 minutes, no pro-rata.
  • $6.00+ for shipping and handling. Shipping costs will increase for large orders.

Policies

Re-use and permission to publish

  • Permission is not required for public domain items and we can only grant permission for items to which we own the intellectual property. We do not require permission for non-profit or personal uses if we are the copyright holder. If you would like to request for-profit or commercial use of an item to which we hold copyright, please use the Permission to Publish Form.
  • Special Collections and University Archives does not own the copyright to the majority of the materials in its collections. As such, we cannot license materials for your proposed use unless we own the copyright to the item in question. It is your responsibility to determine copyright status and whether formal permission for your proposed use will be required from the copyright holder.

Whether or not we own the copyright, we request that you cite us as the source of the material in your project. Please use the following citation format:

[Collection Name and number], Special Collections and University Archives Department, University of Nevada, Reno.

Projects in which the location of the item is clearly University Libraries may use the following simplified credit:
[Collection name], [Identifier]

Reproduction

  • Special Collections and University Archives will determine whether or not an item may be copied.
  • Submit a permission to publish request form for commercial use of archival materials owned by the department.
  • Self-service options are free. Staff assistance is also available.
  • Most orders take 3-5 business days to be delivered. Oversize images, audiovisual, and large orders may take more time.
  • Any fees must be paid in full before delivery.
  • Invoices and payment information are sent via email; cash, card, and check are accepted.