Submitting a Digitization Request

Registration with our Aeon is required in order to place digitization requests. Step-by-step instructions can be found on our Aeon instructions page.

Timeline

Due to limited staff capacity, request response time may take 12 weeks. The complexity of the order and amount requested affect turnaround times, as do the fragility and condition of the original items to be duplicated. We cannot guarantee a delivery date and do not offer rush services.

Fees

At this time, the Clark Library is not collecting fees for this service and it is provided free of charge within staff capacity.

What You Receive

We will provide reference-quality PDFs of clearly identified materials. We can digitize on your behalf for 30 minutes (~100 pages) per quarter. This service offers basic OCR, but it does not work on all the materials that are reproduced. You will receive an email containing a download link when digital files are completed.

Exceptions

The following requests and materials are exempted from this service:

• Requests that require in-depth research. For more in-depth research, we ask that you hire a proxy researcher.
• High volume requests. If the request is beyond our capacity, we may recommend digitization by outsourced digitization services.
• Items over the size of 25” x 23”
• Volumes with tight bindings where text loss will occur in the binding
• Fragile materials where damage will likely occur if handled during the reproduction process
• Scrapbooks
• Items restricted for privacy concerns.
• Copies of items in which the originals are held elsewhere.
• Items from unprocessed collections.
• Audiovisual materials, see below.

Audiovisual Materials

The Clark Library provides digital copies of sound recordings and A/V material in conjunction with a third-party vendor. Researchers requesting a digital file for their own personal use for works which do not have an existing digital file, must be prepared to meet all costs involved in the making of preservation masters for The Clark 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.

Due to copyright restrictions, we are unable to duplicate any commercially produced audiovisual materials. The Clark Library will only provide duplication of collection material that is no longer within the prescribed term of copyright.

Permissions and Copyright

Permissions

The Clark Library does not hold the copyright to its materials and therefore cannot grant or deny permission to use them.

Copyright

You, the researcher, are responsible for: determining the copyright status of any materials you may wish to use, to investigate the owner of the copyright, and to obtain permission for your intended use. For guidance on copyright, please see  Copyright Law of the United States (Title 17), UCLA’s All about Copyright and the University of California’s Fair Use for Academics.

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

• 201.14 Warnings of copyright for use by certain libraries and archives.

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.

Creditline

In all cases, you must cite the Clark Library as the source with the following credit line:
William Andrews Clark Memorial Library, University of California, Los Angeles