UC Berkeley Library

Duplication Services

Content section: 

Overview of Duplication Services 

Copyright and Permissions 

How to Request 

Available Duplication Options 

Duplication Fee Schedule 

Payment Methods 

Frequently Asked Questions

Overview of Duplication Services

The Bancroft Library supports research, teaching, scholarship, and creative endeavors involving the use of materials from our collections. We provide a variety of duplication services to meet the needs of our researchers.

All duplication requests must be submitted through Aeon. Approved requests are normally processed in the order received. Bancroft staff endeavor to accommodate duplication requests but must adhere to limits established to ensure preservation of the materials, compliance with donor restrictions, and responsible stewardship of collections. The format and nature of some collection materials may require using a specific duplication process.

The Bancroft Library encourages on-site researchers to use their own cameras in our Reading Room to capture images from Bancroft collections for their personal reference and research use.

Copyright and Permissions

Notice Warning Concerning Copyright Restrictions

The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific 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 request for, or later uses, a photocopy or 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, fulfillment of the order would involve violation of copyright law.

The Bancroft Library requires that permission must be requested and granted by us as the owner of the physical material. Researchers may not publish, post to the Internet, or otherwise distribute copies of any Bancroft materials without appropriate permission. Providing copies does not in any way imply permission to utilize materials for reasons other than personal research and scholarly use. Researchers are responsible for complying with copyright law and receiving permission to reproduce or publish from the copyright owners.

Please see our Rights and Permissions page for information.

How to Request

Using an Aeon web account, researchers can request photocopies, pdfs, or high resolution digital image files. Permission can be granted for use of the high resolution digital images. Requests can be placed remotely or from within the Reading Room. Requests can also be placed for materials currently being used in the Reading Room. Please see our Aeon guide for more information:
http://guides.lib.berkeley.edu/aeon/duplication

Once requests have been placed via Aeon, Bancroft Library staff will review your order request and send you an itemized invoice. It is important to note that work will not begin on your duplication order until you have approved the invoice and submitted payment (see payment methods below for information about submitting payment). The applicable turnaround time begins when payment has been received, not when the order is submitted. We cannot guarantee a delivery date and do not offer rush services.

Available Duplication Options

Research Quality PDFs
The Bancroft Library provides research quality scans of Bancroft materials delivered via download in PDF format. PDFs are created from either original material or existing microfilm reels. When microfilm is available and in good condition, the PDFs will be scanned from microfilm. PDF scans are provided in color, whenever possible. This research-quality PDF service is intended for personal research use only and may not be used for publication, exhibitions, etc. The size limit for the pdf service is 11” x17”. This service does offer basic OCR, but it does not work on all the materials that are reproduced. This service is only to reproduce consecutive pages and entire manuscript folders, volumes, etc. The standard turnaround time is a minimum of 60 business days. We do not offer a rush service.

High Resolution Images
The Bancroft Library provides high-resolution, publication-quality digital copies of Bancroft materials. Materials are imaged as 24-bit TIFF, RGB-formatted digital image files at a size of approximately 100 MB and are delivered digitally via FTP. The resolution of most digital images is 600 ppi at 8x10 inches. If original material is larger than 36”x48”, the imaging process may require multiple photographs and an additional stitching fee. The standard turnaround time is a minimum of 45 business days. We do not offer a rush service.

Photocopies
Photocopies are copied on paper in grayscale and may be delivered via USPS or picked up in person.  This photocopy service is intended for personal research use only and may not be used for publication, exhibitions, etc. The standard turnaround time is a minimum of 7 business days.  Please note the following restrictions due to copyright and preservation concerns:

  • Books and pamphlets exceeding 32 pages in their entirety
  • Entire boxes or cartons
  • Items with brittle paper, damaged spines, loose pages, or tight binding
  • Items printed before 1750, or with VAULT or TYP as part of the call number
  • Photographic prints and original drawings, paintings, and pictorial broadsides
  • Bound pamphlets of disparate size, scrapbooks, and letterpress books
  • Perfect-bound books
  • Oversized items
  • Bound handwritten material, either in part or in whole
  • Items available on microfilm

Audiovisual Duplication
The Bancroft Library provides digital copies of A/V material in conjunction with a third-party vendor. Users requesting access to material for which a digital file has not yet been made must be prepared to meet all costs involved in the making of preservation masters for The Bancroft Library in order to obtain the copies they are requesting. These costs are assessed on a case by case basis, and a staff member will work on providing you with a quote after your formal request for duplication (via Aeon) has been made. An invoice will be sent to you via Aeon and you can then either approve the charges and pay for the service or ask to cancel the request. We no longer provide audio duplication via cassette or CD. The standard turnaround time is a minimum of 60 business days.

Due to copyright restrictions, we are unable to duplicate any commercially produced audiovisual materials. The Bancroft Library will only provide duplication of collection material that is no longer within the prescribed term of copyright, i.e. 95 years from the original date of registration with the U.S. Copyright Office, and films published prior to 1923. Please note that California has a civil statute that provides that the author of an original work consisting of a sound recording initially fixed prior to 1972, has an exclusive ownership therein until 2047... (California Civil Code § 980(a)(2)), and as such we are unable to provide duplication of this material for any reason.

Duplication Fee Schedule

Research Quality PDFs  
1-25 consecutive pages $20
26-51 consecutive pages $40
52-77 consecutive pages $60
78-100 consecutive pages $80
100+ consecutive pages Request quote
Whole archival folder $50
Whole microfilm reel $45
Handling fee for large/complex orders $25
   
High Resolution Images  
New imaging $33
Existing imaging $17
Service fee (per order) $12
   
Photocopies  
1-25 pages $10
Each additional page 40¢
Handling fee for large/complex orders $10
Shipping (domestic) 1-25 pages $3
Shipping (domestic) 26-50 pages $6
Shipping (domestic) 51+ pages $10
Shipping (foreign) 1-25 pages $12
Shipping (foreign) 26-50 pages $20
Shipping (foreign) 51+ pages $25
   
Audiovisual Duplication  
Digital audio file from existing media (cassette, CD, etc.) Minimum $50 per carrier
Digital video file from existing media (VHS, 16mm, etc.) Minimum $150 per carrier
Digital audio file from existing file $25
Digital video file from existing file $45

 

Payment Methods

We accept credit card payments (American Express, Discover, MasterCard, or Visa) via our Aeon system. You will be prompted to pay via Aeon after Bancroft Library staff creates an invoice for your order and you have approved the charges.

You are also welcome to pay your charges via check. Please do not send a check until you have received the order invoice via Aeon. Make checks payable to UC Regents and mail to:

University of California, Berkeley
The Bancroft Library
ATTN: Duplication and/or Permission Services
Berkeley, CA 94720-6000

UC affiliates can pay via Interdepartmental/Intercampus charge, or University of California recharge. The chartstring information must be provided to staff after you have approved your order invoice via Aeon.

We do not accept cash, bank transfers, vouchers, or Cal 1 Card. Please visit our eCommerce page for further information.

Frequently Asked Questions

1. I would like to order a copy of material that I looked at in the reading room. How do I do that?
All requests for any type of duplication (photocopy, PDF, TIFF, or A/V format) must be placed through Aeon. If you are looking/have looked at the material recently in the reading room you can add duplication and/or permission services to your existing request. Step by step instructions on how to complete this process may be found here.

2. I submitted my request in Aeon, now what?
Staff will look at your request and see if there is any reason that we cannot fulfill it, which may include restrictions on material due to fragility, donor stipulations, personal information, etc. If a digital file of your request is not pre-existing, staff will pull the physical material and check to make sure it can safely be duplicated. A staff member will then create an invoice for you based on your request and send you an email once it is ready (usually within 7 business days). Your email will include the instructions on how to approve and pay for the order. Once your order has been paid staff will send the physical material to our Digital Imaging Lab (for PDF or TIFF) to be photographed, to our third party vendors (all A/V orders), or to internal staff (photocopies). The timeframe for completion depends on the original material type and how the digital files are being created. We receive roughly 100 order requests each week and work through them as quickly as we can.

3. I need a copy by next week, but it says that it will take a minimum of 45/60 days for me to receive my file(s). Can I pay for rush services?
The volume of requests makes it impossible for us to offer rush services or to guarantee a delivery date. The staff of The Bancroft Library do not provide the majority of the duplication services offered in house, so we are dependent on the availability of the UC Berkeley Digital Imaging Lab to provide photography and scanning services for all TIFF and PDF files and our third party vendors (for all A/V file types) to complete the work. We send the material out as soon as possible and each order is then slotted into their existing queues. We are unable to move our orders up within their queues, so we cannot offer rush services to you.

4. Should I order a PDF or a TIFF of my chosen material?
If you are planning on using the reproductions only for research purposes, then requesting PDFs might make the most sense. If you plan on using the images for any purpose beyond personal research, then the high resolution images would be better. We only license the use of TIFFs. However, there are some materials, which the PDF service does not accommodate. We cannot reproduce PDFs of anything larger than 11” x17”, nor can we reproduce some pictorial items as PDFs.

Please also note, the research quality PDF service accommodates the reproduction of whole volumes, whole folders, or whole collections.

5. How do I pay?
We accept credit card payments (American Express, Discover, MasterCard, or Visa) via our Aeon system. You will be prompted to pay via Aeon after Bancroft Library staff creates an invoice for your order and you have approved the charges.

You are also welcome to pay your charges via check. Please do not send a check until you have received the order invoice via Aeon. Please make checks payable to UC Regents and mail to:
The Bancroft Library
University of California, Berkeley
ATTN: Duplication and/or Permission Services
Berkeley, CA 94720-6000

UC affiliates can pay via Interdepartmental/Intercampus charge, or University of California recharge. The chartstring information must be provided to staff after you have approved your order invoice via Aeon.

We do not accept cash, bank transfers, vouchers, or Cal 1 Card. Please visit our eCommerce page for further information.

6. Can you do research for me?
Unfortunately, because of the amount of requests we receive every day, we are not able to do research for patrons. If you know the probable location of the item, then we can look and confirm it is there. However, we cannot take on any research projects.

7. Is there a date range for items that can be reproduced?
The Bancroft Library’s policy, based on copyright law, prohibits us from reproducing materials printed after 1923. We can reproduce a copy and loan the copy to you through inter-library loan.

8. Is there any discount on the reproduction costs?
Unfortunately, we cannot offer any discounts for the reproduction of Bancroft materials, nor can we offer any type of bulk rate for larger orders. Please check our website for our current rates.

9. Do you offer any rush services?
Unfortunately, we are not able to offer any rush services.