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Copies and Reproductions

Staff digitizing filmOn-site and remote users may request PDF scans or other digital reproductions of our materials according to the fee structure below. To place a request for reproductions, please contact the SCRC

Permissions and Copyright

Materials reproduced for researchers by the Special Collections Research Center are provided for private study, scholarship or research under the fair use provision of the law (17 U.S.C. § 107). Any use other than private study, scholarship or research may be subject to copyright restrictions.

Researchers should be aware that many items in the SCRC are still under copyright. In many cases, the Special Collections Research Center is owner of the physical object only. Researchers are solely responsible for securing any necessary permission from copyright holders if they wish to publish, exhibit, perform, broadcast, post online, or otherwise make the materials available.

Permission inquiries should be emailed to Special Collections at speccoll@gwu.edu.

Payment and Delivery

The SCRC will provide an invoice for patron orders. 

Standard turnaround time for orders is one week for GW affiliates and two weeks for external patrons, though this may vary depending on the size and complexity of the order.  The SCRC does not offer rush service.  It is possible that a small scan or photocopy order may be able to be completed while you wait; however, this is subject to staff availability and cannot be guaranteed.

Fee Schedule for Reproduction Services

Service Free Fee Rate Limit
PDF photocopies first 20 pages free $0.25/page There is a 50 page limit for photocopy requests.
High resolution reproductions, simple (on flatbed up to 12" x 17") - $5/scan Submit scan request, and digitization team will review to ensure that material can be scanned on flatbed.
High resolution image reproductions, complex (on all equipment other than flatbed) - $25/hour staff time Submit scan request, and digitization team will deliver an estimate for confirmation before initiating work.
Audio-visual reformatting - $25/hour staff time Submit scan request, and digitization team will deliver an estimate to you for confirmation before initiating work.
Reproduction of material that must be sent to vendor - Vendor cost + 10% Submit scan request, and if the digitization team determines that the material cannot be reproduced in-house, we will obtain a quote from a vendor and deliver an estimate to you before initiating work.

Reproduction of material via vendor

Special Collections is not able to digitize all formats, especially certain audio and video formats or oversized print material. For any requests where Special Collectin's on-site equipment cannot handle materials, we may be able to send those materials to a vendor to digitize. Also, large requests or requests that cannot be filled in a reasonable period of time with available staff time may also be sent to vendors. See pricing above.

Video formats that cannot be handled on-site and which must be sent to vendors currently include (but are not limited to):

  • VHS
  • Open reel film

Audio and Video Reproduction

Audio cassette tapes, video tapes, CDs, DVDs, and other audio-visual formats must be digitally reproduced to facilitate research access. We do not permit researchers to listen or view any electronic media in its original form. Please contact speccoll@gwu.edu to inquire about digitizing A/V materials in the collections. Rates are listed above. Special collections is able to reformat a wide range of audio-visual formats, but may need to send certain formats to vendors. When patrons fund reformatting of audio-visual material, their funding allows us to make that material freely and publicly available online to future researchers as well, wherever copyright and other legal restrictions allow.

Delivery Methods

Reproductions will be delivered electronically via email or web server, without shipping costs.

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