John Hay Library
Reproduction and Publication of Special Collections Material

Forms | Fee Schedules | Internet Resources on Copyright

New: Pilot Project on Self-Copying of Plays in the Harris Collection

Reproduction of Special Collections Material

The Library will reproduce Special Collections material to the extent that physical condition and copyright or other legal restrictions permit. Reproduction is available in the form of photocopies, microfilm, photographic prints, slides, color transparencies and digital scans. The Library retains ownership of all negatives and color transparencies.

Physical Condition. All reproduction requests must be approved by a member of the professional staff. Reproduction of manuscript material requires the permission of the Manuscripts Curator. Decisions will take into account the type and condition of the binding, the brittleness of the paper, the size and the general size and fragility of the item. For preservation purposes, microfilm is always the preferred medium for duplicating an entire volume. The choice to photocopy or microfilm is solely the decision of the Library.

Copyright. The Library adheres to the provisions of the 1976 Copyright Act and follows the minimum standards of educational fair use established under Section 107 of H.R. 2223 by the Ad Hoc Committee on Copyright Law Revision, the Authors League of America and the Association of American Publishers, Inc. In applying these standards, the Library will copy up to 10% of a copyrighted work if the copy is to be used for the purpose of private study, scholarship or research. The Library will not copy for the purpose of public performance. Physical condition permitting, the Library will copy more than 10% of a copyrighted work only with the written permission of the copyright holder. Multiple copies are not permitted under fair use.

For works created since 1978, copyright lasts from the creation of the work until 75 years after the author's death. For works published before 1978, with a copyright notice, the maximum duration of copyright protection is 75 years. Works published before 1978 without a copyright notice are assumed to be in the public domain.

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

Procedures. All photo-duplication requests require completion of an Application to Reproduce Special Collections Material which exists in two versions, one for manuscripts and one for non-manuscripts. If a copy is to be published in any format, an Application to Publish must be completed as well.

Photo-duplication is carried out by Library staff members only. In order to prevent damage to book spines, material is copied one page at a time on a copier designed to reduce damage to bound material. Hand-held copiers and scanners are not permitted.

When possible, photocopying is done on demand. Color photocopies and digital scans usually require a day's notice. Large or complicated orders require advance notice and may be subject to a preparation fee of $15.00 per 100 pages. Orders of more than 250 pages from a manuscript collection will be filled by microfilm rather than photocopy.

Publication of Special Collections Material

  • Permission to publish in any format requires proper completion, signing, and approval of the Application to Publish Special Collections Material. Until a fully executed copy of this application has been returned to the applicant, permission has not been granted. In circumstances where the Library does not own copyright, it cannot grant permission to publish unless prior permission has been secured from the copyright owner.

  • Approval of the application to publish authorizes publication only in a single new work, in a single language, and in a single format. Such authorization is not exclusive and Brown University does not thereby surrender its own right to publish or to grant others permission to do so.

  • The Library requests a copy of all publications for which permission to publish has been granted.

  • Credit shall be given as follows: Brown University Library.

  • A Publication fee is assessed for all commercial use of reproductions. The Library retains sole right to judge what constitutes a scholarly or commercial publication. Payment of a publication fee is in addition to fees for photo-duplication of Brown University Library materials. See Publication Fees.

The forms below are in pdf format and require Adobe Acrobat Reader (available at no charge). Please print a copy, fill it out, sign it, and mail or fax it to the address or fax number at the bottom of this page.

Fee Schedules:

Internet Resources on Copyright:

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