ELCA REGION 8 ARCHIVES

Reproduction Policy

GENERAL INFORMATION AND PROVISIONS

The collections of the Evangelical Lutheran Church in America (ELCA) Region 8 Archives are significant and enduring resources for the study and documentation of congregations and synods within Region 8 of the ELCA. The Archives realizes the visual value of its collections for a variety of purposes. With this in mind, it shall be the policy of the ELCA Region 8 Archives to make available reproductions of its collections subject to the following conditions, procedures, and fees.

For the purpose of this document, "reproduction" shall be defined as the electronic or mechanical duplication of materials held by the ELCA Region 8 Archives. The following media shall be included in this policy: manuscripts, archival documents, books, photographic media (including still photographs, digital photographs, slides, and negatives), scanned digital images, audio, and video.

Patrons desiring a reproduction of any item from the collections of the ELCA Region 8 Archives must first consult staff for permission. The staff's first duty is to the continuing preservation of the Archives' holdings. Documents or materials deemed too fragile and/or in poor condition will not be reproduced.

The staff of the ELCA Region 8 Archives reserves the right for any reason to deny, limit, or restrict any reproduction request. The staff member will provide a reason for the denial, limitation, or restriction to the patron. Possible reasons for modifications or refusal of reproduction work could include the fragile condition of the document, or intellectual, literary, or copyright issues.

Violations of any portion of this policy could result in the loss of research privileges and/or legal action.

REPRODUCTIONS

All reproductions are provided for the patron's individual use. Patrons agree not to publish, reproduce, display, or distribute any reproduction of material or objects provided to them by the ELCA Region 8 Archives without authorization from the copyright owner. The ELCA Region 8 Archives assumes no responsibility for any infringement of intellectual, literary, or copyrights in conjunction with the reproduction of its holdings. All responsibility for any infringement of these rights rests with the patron. (See the ELCA Region 8 Archives Usage and Publication Policy.)

Paper Photocopies

With permission from ELCA Region 8 Archives staff, patrons may use either of the two self-service copy machines located near the circulation desk of the A. R. Wentz Library. These photocopiers print onto 8.5" x 11" paper only. Paper larger than 8.5" x 11" will not be supplied. For information on reproductions of documents larger than 8.5" x 11", see the "Oversized Materials" section below.

Personal copiers are prohibited at the ELCA Region 8 Archives.

Microfilm Printouts

Patrons desiring paper copies of microfilm records held by the ELCA Region 8 Archives can make their own copies on the microfilm printing machine located in the Audio/Visual Room of the A. R. Wentz Library.

Limitations on Paper Copies

Patrons can make a paper copy of any single item in the holdings of the ELCA Region 8 Archives. However, the ELCA Region 8 Archives cannot authorize the reproduction of entire document collections and monographs or large portions thereof. For more information, please consult staff.

Scanned Digital Images

Self-scanning of documents, manuscripts, books, or photographs held by the ELCA Region 8 Archives is prohibited. This includes the use of flatbed scanners, document feeders, hand-held scanners, microfilm scanners, and wand devices.

Digital Photography

Digital photographic reproduction by a patron of any item or object held by the ELCA Region 8 Archives is prohibited without permission. If permission is granted, patrons must sign a "Personal Use Declaration" certifying that the image will not be shared, transmitted, reproduced, or published without authorization from the copyright owner.

Still Photography

Still photographic reproduction by a patron of any item or object held by the ELCA Region 8 Archives is prohibited without permission. If permission is granted, patrons must sign a "Personal Use Declaration" certifying that the image will not be shared, transmitted, reproduced, or published without authorization from the copyright owner.

The ELCA Region 8 Archives is not able to reproduce or digitize photographic slides or negatives in its collections.

Audio and Video Recordings

The ELCA Region 8 Archives is not able to reproduce audio or video recordings in its collections. Personal audio and video recorders are prohibited.

OVERSIZED MATERIALS

For the purpose of this document, "oversized materials" shall be defined as any materials larger than 8.5" x 11". Patrons desiring reproductions of materials larger than 8.5" x 11" can choose from the following options:

  1. Use the zoom function on the A. R. Wentz Library copy machines to reduce oversized materials no larger than 11" x 17" down to 8.5" x 11".
  2. Copy the oversized materials in sections onto 8.5" x 11" paper.
  3. With permission from ELCA Region 8 Archives staff, make a digital or still photographic reproduction of oversized materials after signing a "Personal Use Declaration" certifying that the image will not be shared, transmitted, reproduced, or published without consent from the copyright owner.

REPRODUCTION FEES

Self-service reproductions of records from the holdings of the ELCA Region 8 Archives are subject to the fees listed below.

Paper Photocopies
Black and White: $0.10 per page (Single-sided, 8.5" x 11" paper only)
Color: $0.40 per page (Single-sided, 8.5" x 11" paper only)

Microfilm Printouts
$0.10 per page (Single-sided, black and white, 8.5" x 11" paper only)


Updated 6/22/11
Provisions subject to change without notice.

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