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Permission to reproduce (i.e., publish), electronically transmit,
or publicly display any image from the collections of Archives and
Special Collections must be requested in writing from the Head of
the department (Special Collections,
University Archives). Reproduction
permission is granted for one time only.
It is the responsibility of the requester to obtain copyright
clearance from the copyright owner prior to publication.
Archives Policies on Photocopying, Photo-Reproduction,
Etc.
Any item reproduced in any manner must be for personal or non-profit
use. Any for-profit reproduction must be approved by the Archivist,
and may involve an additional fee.
Some material in the Archives is closed and can only be viewed with
the donor's permission.
In all cases, the fragility of the item must be taken into account
before any reproduction is done. If more damage to the item may
occur from handling during one type of reproduction than another,
the less invasive procedure should be used.
Photocopying
All non-closed, non-fragile material in the Archives may be photocopied,
taking the above points into account. Photocopying is generally
done by a staff member. A staff member will never leave the department
to photocopy an item if she is the only person on duty.
Small photocopy jobs can be done while the patron is waiting assuming
there is staff to cover the area and the staff member has no other
pressing duties. Large photocopy jobs (20+ pages) will generally
not be done immediately, and the Archivist will assign these jobs
to staff when there is time. Very large photocopy jobs (hundreds
of pages) may not be taken. If the material can be sent to the Printing
Centre, then patrons will be informed of this option. Printing Centre
photocopy jobs generally take 2-4 days. On very rare occasions,
a staff member may allow patrons to photocopy the item on their
own. For the most part this is limited to recent calendars and convocation
programs.
A piece of ID must be given before an item is taken out to be photocopied.
The ID is returned when the item is returned. Patrons should be
aware of Archives hours so they can return material before we are
closed. Items may not be removed from the library.
Photocopying costs 25 cents per page.
Colour/High-Quality Photocopying and Scanning
High-quality
colour copying and scanning of oversize materials are done by the
Faculty of Medicine's MedIT
Computing & Media Services. As this area is outside the Library,
a staff member should carry any item to be reproduced between the
Archives and MedIT. Generally, the staff member will escort
the patron to the DMC, hand the attendant the item, make sure it
is handled well, let the patron pay for the work done, and return
the item to the Archives. If the work may take a while the staff
member may leave the item at MedIT, telling them when they
will return for the item. Materials of 8-1/2 x 14 or smaller can
be scanned by Archives staff.
Scans done
in-house cost $10. The cost of work done by MedIT staff is determined
by them in accordance with their fee structure.
Photographs
and Photo-reproduction
Photos can be reproduced either through Dalhousie Photographic Services
or through an outside company, DigiScan (which is generally faster).
Patrons are never allowed to remove photos or negatives from the
Archives; it is our responsibility to contact the photographer.
When a photo-reproduction request comes in the staff member should
get the details on what items they want reproduced, their name,
address, and phone number. You should ask if they want an estimate
before the work is done. At a convenient time the Archivist will
contact the photographer and get the work done. Copies of negatives
are never to be made for patrons. As always, take into account the
condition of the item and what the patron wants to use it for -
a photo cannot be reproduced for commercial purposes without permission.
DigiScan can provide slides, scanning, and other services as well.
For general
information about copyright at Dalhousie, please see the Dalhousie
University Copyright Office page.
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