Duplication Services Policy and Procedures

Photocopy Policy:

• Photocopies are subject to copyright law. All photocopying is done by the staff. If requesting photocopies via mail or e-mail, requests must include the title of the item, the call number of the item, and the page number. Insufficient information may delay the photocopy process.
• Reproductive Services Conditions:
• This policy applies to the photograph reproduction services provided by the Gallaudet University Archives.
• All photographs and negatives are the sole property of the Gallaudet University Archives.
• To credit properly, use the basic credit line: “Gallaudet University Archives.” When available, the photographer’s name must be used in the credit line.
  • For published materials, the credit line should read easily.
  • For films and video presentations, include credit within the “Sources for Illustrations” or “Credits” section.
  • For exhibitions, credit should appear preferably below or adjacent to the copy prints.
• The Archives requests one complimentary copy of any published work, film, CD-ROM, or DVD in which the photographic copy appears.
• To authorize the reproduction of materials, the Gallaudet University Archives does not surrender its right to publish or grant permission to others to do so. It should not be assumed that permission to publish materials is automatically granted through the purchase of prints and scanning images. A formal request should be submitted in writing with information such as, the subject of the publication or production, media, or any electronic format in which the image is to appear. Also included should be the title of the publication production, the purpose of the project, the audience, and the anticipated date of release.
• Gallaudet University Archives reserves the right to limit the number of photographic or xerographic copies, to restrict the use or reproduction of rare or valuable materials, and to charge different fees than the ones published herein.

Procedures:

• Contact Archives by email or use the contact form below for an appointment to identify, review, and submit requests for prints of photographs.
• Requests for prints and scanning of photographs generally take two weeks depending on the size of the order, the amount of copy work required, and other departmental work.
• Because the Archives occasionally uses the services of an off-campus vendor to reproduce photographs, a courier service is used and the charge for this service will be passed along to the patron if applicable.
• If photographs have been retrieved for order purposes, but the order has not been completed within 2 weeks, they will be returned to the collection after the order date.
• If there are more than 5 photographs, a search fee of $5.00 must be paid before retrieval.
• All orders must be paid in full before requests are processed. Reproduction charges vary depending on the nature of the order. Additional fees are a $5.00 processing fee and a delivery fee.
• Cash is accepted and checks are to be made payable to GALLAUDET UNIVERSITY. Credit cards are also acceptable-only Visa and Mastercard. Faculty and staff from Gallaudet University departments may use interdepartmental invoices to place an order.

Digital Reproduction Policy

A digital reproduction is provided for researchers. Such reproductions must be done by staff only and must remain properly credited. The conditions and procedures for photograph reproductions are also in effect for digital reproductions.

Many films in the Archives use formats that are difficult to access. Not all of our films and videotapes can be viewed. Copies may be made on-demand, providing that the patron covers the charge of such reproduction. Please contact the staff in advance. Professional vendors are used to prepare, handle, and create reproductions. Reproductions are for one-time, one-use, non-exclusive, single language, publication rights.

Please note that by “use,” Gallaudet University Archives means that each use of an individual image counts as a separate use. For example, requesting the use of one image for a video production to be distributed in television, videocassette, and DVD formats counts as three uses of one image. All archival materials are subject to the United States and International Copyright laws. It is incumbent upon the researcher to acquire the necessary permissions to reproduce images, films, or materials. All reproduced materials must be properly credited.

NOTICE: Warning Concerning Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of copies or other reproductions of the 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 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, the fulfillment of the order would involve a violation of copyright laws.