Reference Request

It is the researcher’s responsibility to conduct their own research. The Division’s staff may only aid the research by supplying the information necessary for the researcher to effectively use the resources maintained by this facility.

 

Photocopying

When placing orders for photocopies, please use the Research Request Form. Large orders will be assessed by an hourly labor charge in addition to the normal fees. This includes microform reproductions. Please see Terms and Conditions at the end of this fee schedule. All photocopying is processed by The Division’s staff*.

 

Paper Copies

• 8.5×11 – $0.20
• 8.5×14 – $0.30
• 11×17 – $0.40
• Color Any Size – $1.00

 

Electronic Copies**

Any Size $0.10

*Use of electronic devices of any kind – for example handheld scanners, tablets, cell phones, or other devices – is not permitted on archival materials. Electronic devices may be permitted on a case-by-case basis in regards to books. All copying is strictly limited to 20% of any given collection or book.

**Sent as e-mail attachment depending on file size or uploaded onto cloud server for download. No Shipping and Handling fees apply for electronic formats. If sent by mail, add price for CD-R to Shipping and Handling.

 

Microform Reproductions

The scanner can produce digital and printed copies from microfilm, microfiche, and aperture cards. All microfilm/microfiche reproductions are processed by The Division’s staff*.

 

Electronic Copies**

$0.10 per frame

*Use of electronic devices of any kind – for example handheld scanners, tablets, cell phones, or other devices – is not permitted on archival materials. Electronic devices may be permitted on a case-by-case basis in regards to books. All copying is strictly limited to 20% of any given collection or book.

**Sent as e-mail attachment depending on file size or uploaded onto cloud server for download. No Shipping and Handling fees apply for electronic formats. If sent by mail, add price for CD-R to Shipping and Handling.

 

Images

The Division can digitize photographs, negatives, slides, and transparencies. When placing orders for digitization, please use the Research Request Form. Resolution varies depending on the size of the original image. Default file format is TIFF. Digital correction of scanned images is limited to the correction of brightness and contrast and is included in the basic scanning fee. If further digital correction or manipulation is requested, fees will be added on a per hour basis plus the charge for the normal scan. Rush fees will apply. Please note that all scans are completed for IBM compatible PCs only. Please see Terms and Conditions at the end of this fee schedule. All scanning is processed by The Divisions staff*.

Note: When ordering images from Treasures @ UT Dallas and/or ALMA D, please be sure to include the image identification number from the Image No. field. (E.g.: 05GER-B37-F06-PB010).

 

Scan

• New Scans – $8.00
• Previously Scanned – $4.00
• Jewel Case – $1.00
• Digital Correction – $50.00 (minimum charge hourly) plus $8.00 per scan
• Stitching Large Format Items – $10.00 (minimum charge hourly for image assembly) plus $8.00 per scan

*Use of electronic devices of any kind – for example handheld scanners, tablets, cell phones, or other devices – is not permitted on archival materials. Electronic devices may be permitted on a case-by-case basis in regards to books. All copying is strictly limited to 20% of any given collection or book.

**Sent as e-mail attachment depending on file size or uploaded onto cloud server for download. No Shipping and Handling fees apply for electronic formats. If sent by mail, add price for CD-R to Shipping and Handling.

 

Video and Audio Duplication

Video Duplication

• Video Tape (VHS): $15.00 – mp4
• DVD-R: $15.00 – mp4

Audio Duplication

• Cassette Tape: $10.00 – mp4
• CD-R: $10.00 – mp4

 

Publication Fees:

When placing orders for publications, please fill out a Research Request Form, after which a Licensing Agreement will be sent to provide the necessary information and for electronic signature through DocuSign.

Note:Publication fees do not apply to educational and non-profit organizations.

 

Still Images

Note: Internet, Video, Film Medium, any kind of Printed Publication based on distribution. Prices are per image. Internet is being considered Worldwide.

Location	Number of Images
	1-10	11-25	26+
State/local	$25.00	$20.00	$15.00
Nationwide	$75.00	$65.00	$55.00
Worldwide	$100.00	$80.00	$70.00

 

Moving Images

Note: Internet, Video, Film Medium, based on distribution. Prices are per second. Internet is being considered Worldwide.

Location	Price per Second
State/local	$20.00
Nationwide	$30.00
Worldwide	$40.00

 

Miscellaneous

Please see Terms and Conditions at the end of this fee schedule for Shipping and Handling, and Rush Fees.

 

Shipping and Handling (Minimum Charges)

Domestic: $5.00

Foreign: $20.00

 

Rush Fees

One day: adds 200% to the fee

Two days: adds 100% to the fee

Three days: adds 50% to the fee

 

Methods of Payment

Check or Money Order

Note: Make checks payable to The University of Texas at Dallas

Credit Cards:

• American Express
• Master Card
• Visa
• Discover

Payments from outside of the USA by credit card only.

To make a credit card payment online, please visit our payment portal

Any questions regarding payment should be directed to The Division at LIBSPCO@utdallas.edu or call at +1 (972) 883 2570.

 

Terms and Conditions:

• All forms must be signed and returned to The University of Texas at Dallas (UTD) before requests are processed.
• All fees must be paid in advance before materials are made available to the customer.
• Only forms provided by The Division for terms of use and permission to publish will be accepted.
• It is the customer’s responsibility to follow Copyright law. It is the customer’s responsibility to secure permission from Copyright holders on material that UTD does not own. The institution will make every reasonable effort to help determine copyright ownership.
• Turnaround time for research requests is 5 days depending upon staff availability and request load.
• Orders that outweigh or are larger in size than typical shipping may require additional shipping charges. Charges will be based upon rates listed by the United States Postal Service.
• Orders over 100 pages and/or requiring more than one hour to complete will be subject to a labor charge in addition to the normal fees. A quote for labor charges based on the materials requested will be provided before an order is placed.
• UTD reserves the right to refuse to digitize materials that meet the following conditions:

The condition of the material is too fragile to be digitized.

Material is too large to fit on the scanner, photocopier, or other digitization equipment without damaging it.

Material to which this institution does not own copyright and the use of that material can or may violate the “fair use” clause in the United States Copyright law.

Note: This includes outsourcing materials to a vendor.

• All digital files are made available through our cloud server Box. Customers might have to create an account with Box before accessing the files.

 

Digitization Capabilities

Disclaimer

The Division staff will do their best to comply with all digitization requests but refuse to digitize any materials that are too fragile. This includes outsourcing materials to a vendor. For specific inquiries, contact the Digital Archivist.

 

Part I. What Can Be Digitized In-House

1. Still Images and Documents

   Within the limits of the copyright law, The Division can digitize a variety of prints and negatives, from 35 mm negatives to oversize prints (63.5 x 85.0 cm (25 x 33.5 inches)). The Division can also digitize 16- and 35-mm microfilm and microfiche.

2. Audio

The Division can digitize the following audio formats:

• Optical discs: CDs; CD-Rs; CD-RWs; CD-ROM; DVDs; DVD-Rs; DVD-RWs; DVD-ROM
• Magnetic tapes: 1/8-inch audiocassettes; micro-cassettes
3. Moving Image

The Division can digitize the following moving image formats:

• Optical discs: CDs; CD-Rs; CD-RWs; CD-ROM; DVDs; DVD-Rs; DVD-RWs; DVD-ROM
• Magnetic tapes: VHS; S-VHS
4. Oversize Objects

The Division can digitize oversize documents and objects up to 63.5 x 85.0 cm (25 x 33.5 inch). Heavy objects may not be eligible for digitization, at the discretion of the Digital Archivist.

 

Part II. What Cannot be Digitized In-House

1. Still Images and Documents

The Division cannot digitize still images and documents over a certain size 63.5 x 85.0 cm (25 x 33.5 inches). This includes many blueprints.

2. Audio

The Division cannot digitize the following audio formats:

• Magnetic tapes: ¼ audio tapes (reel-to-reel); wires; ¾ U-Matic tapes; mini-cassettes
• Grooved media: Cylinders; grammaphone/phonodisc records; large discs (Shellac, nitrate or acetate discs, vinyls; belts (Dictabelts or Memobelts))
• Optical discs: LaserDiscs, DAT
3. Moving Image

The Division cannot digitize the following moving image formats:

• Optical discs: LaserDiscs
• Film: 35 mm, 16 mm*, 8 mm, Super 8
• Magnetic tapes: 2” Quad; 1” Type C; ½” open reels; Betacam (including BetacamSP, Betacam SX, and Digital Betacam); Video8; Betamax; Digital Betacam; MiniDV *16 mm film can be played for viewing at SP2 but only by trained staff.

Page Last Updated: February 29, 2024