Duplication and Use Policy for UW-Madison Archives

Please note that fulfillment of duplication and use requests have been affected by COVID-19 staffing impacts. We are still able to fulfill duplication requests and research on rights status but turnaround time may be severely impacted. Contact Archives staff directly with questions at uwarchiv@library.wisc.edu. And please visit the Libraries COVID-19 dashboard and the University’s COVID-19 website for the most up-to-date information.

All patrons requesting duplications or seeking copyright information to use known items in the collections of the University Archives at the University of Wisconsin-Madison must complete a Duplication-Copyright Research Request Form. If you have not yet identified specific materials to request (for example, you only have a person or subject in mind), please first contact University Archives staff (uwarchiv@library.wisc.edu) to help you find specific materials. If you just need copyright information to determine if you can use an item, you only need to fill in the request form. If you need Archives staff to retrieve or produce a duplication copy for you, you will also need to register for an Archives and Special Collections Account. We cannot guarantee that we are able to produce copies of everything in our collections and may decline requests as appropriate. Patrons not affiliated with the University of Wisconsin-Madison may be charged a fee for duplication. Some of our images are available to freely download from our online collection; you are still responsible for obtaining permissions if needed. Note that we do not own rights to all of the content in our collections. Please see Copyright and Use Information section below for additional information.

Please note this policy applies to University Archives and Records Management materials only. Please contact the relevant other library unit or the Wisconsin Historical Society for their specific duplication policies.

We charge a processing fee to patrons not affiliated with UW-Madison for cost recovery of duplication services. Please see below for fees. Duplication orders will not be fulfilled until payment is received. When details of your request have been finalized, you will receive an invoice from Archives staff. Payment by check or money order is preferred. Checks and money orders must be made payable to “UW-Madison General Library System” and sent, along with a copy of the invoice, to:

ATTN: Sherry Kanetzke
University of Wisconsin-Madison
348 Memorial Library
728 State Street
Madison, WI 53706

To pay by credit card, please contact Sherry Kanetzke at 608-262-2853. If Sherry is unavailable, please contact Tina Denker at 608-262-0602.

Rush orders
Please contact the Archives staff prior to requesting any rush orders. These orders will need to be considered with other existing requests and workloads, and may require staff approval. Our standard turnaround time for duplication requests is 4-6 weeks. There will be a $25.00 fee for orders that need to be fulfilled within a week.

Types of Duplication and Fees
Please note there are no duplication fees for those affiliated with the University of Wisconsin-Madison (includes employees, students, alumni). Requests by anyone not affiliated with the UW-Madison are subjected to the fees listed below. Please note some duplication exceptions may apply due to copyright, trademark, privacy, or publicity rights. Specifically, the use of photographs and/or audio/video related to the Daily Cardinal or Athletics may require additional permissions. University Archives staff reserves the right to waive costs on a case by case basis.

As stated above, we cannot guarantee that we are able to produce copies of everything in our collections and may decline requests as necessary.

Personal Cameras and Self-Service
Researchers may use personal cameras to photograph collection material; flash photography is prohibited. Consult the Archives staff prior to using video equipment. The Archives copier and scanner is self-service and free of charge. Please check with Archives staff before placing materials on the equipment. Archives staff may prohibit or limit copying due to the condition of the material. Some of the Archives’ images are available to freely download from our online collection. Researchers are solely responsible for conforming with laws of libel, privacy, intellectual property, and copyright (including fair use) which may be involved in the copy and use of manuscripts, archival collections, and other materials.

PDF Copies
PDF copies of collection materials completed by Archives staff are free up to 25 pages (once per month limit), see chart below for orders exceeding 25 pages. The Archives cannot fulfill orders beyond 100 pages and can provide requestor a list of local researchers that are available for hire. Note these researchers are independent and have no connection to the Archives. Any business arrangements are to be conducted directly with them.

 Page Count   Price
 0 – 25 pages  free
 26 – 100 pages $10 + $0.50 per page

Digital Image Scans
Archives staff can provide digital scans of items in our collections. Note some of the Archives’ images are available to freely download on your own from our online collection; you are still responsible for obtaining permissions if needed. The cost of scanning orders is as follows:

 Images already digitized  $20 for first image; $5 each additional image
 Images not already digitized OR those requiring a rescan for higher resolution  $30 for first image; $5 each additional image

Scanning orders for oversize or fragile materials may take additional time to complete and may incur an additional fee.

We have the ability to transfer some of our audio/video formats. For those that are too fragile or that we are unable to transfer in-house, we may outsource and the requestor will be responsible for the charges set by the vendor. The cost for duplications is as follows:

Audio/Video already digitized $20 for first file; $5 each additional
Audio/Video to digital format (for supported formats) $40 for up to 1 hour of media ($10/hour after first hour)
Audio/Video to digital format (for unsupported formats) Outsourced

Copyright and Use Information
Requests to copy and obtaining reproductions of Archives material constitute an agreement that you assume all responsibility for determining whether any permissions are required for the use of material including but not limited to copyright, privacy, and publicity. Note there may be materials or use cases that do not require permissions to use. For more information on copyright basics, including a primer on How to Use Others’ Materials and fair use, please visit the Libraries’ Copyright Resources page.

Please note that the Archives does not own the rights to all of the materials in our collections. Certain images or materials may be protected by copyright, trademark, privacy, publicity rights, or other interests not owned by the UW. For example, copyright may belong to the photographer, filmmaker, an estate, or assignee, and some materials may fall into the public domain. For those materials for which rights do not clearly belong to the UW, you are solely responsible for determining the rights status of materials and obtaining appropriate permissions and the UW cannot give or deny permission to publish or otherwise distribute these materials.

The Archives staff will provide the requestor with as much information about the copyright status and restrictions for particular collections as is known. For example, copyrights to the campus newspaper, the Daily Cardinal, including its images remain with the Daily Cardinal Media Corp. and/or the individual photographer. To the extent that we provide available information, the Archives does not warranty the accuracy of such information and shall not be responsible for any inaccurate information and will not facilitate or execute requests for permission.

We reserve the right to limit the number of copies made; to restrict the use of rare and valuable items; and to deny a request because of copyright regulations, privacy rights, donor-imposed regulations, or other rights related issues.

The University of Wisconsin-Madison Archives gives no exclusive rights to any publisher or author, makes no warranties or representations, and assumes no responsibility whatsoever for any claims against those reproducing materials or against the University of Wisconsin-Madison by the creator of said material, their agent, estate or any other party in connection with the reproduction of materials held by the Archives.

Those wishing to reproduce and/or publish materials must agree to indemnify the University of Wisconsin-Madison and hold it harmless against any and all such claims, including copyright infringement claims, royalty or fee demands and/or actions, including attorney fees and all other cost thereof, arising as a result of their reproduction of materials from the Archives collections.

Citation is important to document and include when working with archival collections. Because archivists strive to preserve the unique order of collections when they are donated, citing archival sources varies by institution. To facilitate your work, we suggest you refer to our citation guidelines online. Please contact the Archives staff if you have any questions!