Reproductions and Permissions for Special Collections
Special Collections is able to provide digital reproductions for a fee, depending on the size, physical condition, and copyright laws.
Reproduction, use, and publication is governed by law and subject to permission. All reproductions, regardless of format, are provided for the researcher’s individual use. We reserve the right to prohibit you from making duplicate copies.
- No permission required: Reproductions for classroom use, student projects and assignments, personal display, or research do not require permission for use.
- Permission required: Reproductions for other uses including, but not limited to, publication, broadcast, products, commercial display, websites, etc. do require permission for use.
Before placing a reproduction or permission request
Here are some things to consider before you order reproductions or request permissions:
- Review the price list for reproductions and permissions
- It may take up to 10 weeks for your order or permission request to be completed.
- Researchers can take pictures of most materials in Special Collections for personal reference only, so long as there are no collection restrictions and doing so does not violate copyright
- Researchers may not take pictures, make copies, or take screenshots of photographs in the Special Collections Reading Room or Virtual Reading Room
- Microfilm duplication services are available through the Microforms and Newspapers Department
- Special Collections is unable to support reproduction requests for the UW Ethnomusicology Archives at this time. Please complete the UW Ethnomusicology Archives Request Form for all inquiries related to their collections.
Identify the specific materials you would like to have copied, including the order number, negative number, or identification number. If an item doesn’t have a number, make sure to include the collection name, call number, folder number, and/or description. The more information that can help us find the item, the better!
We strongly encourage you to look at material before placing an order. You can view items in person by visiting the Special Collections Reading Room or remotely using the Virtual Reading Room. See our Accessing Special Collections page for more information!
Additional fees are charged for special handling and/or processing if you did not flag the items yourself, either in the Special Collections Reading Room or the Virtual Reading Room.
Place your order through the Special Collections Request System.
Orders are processed after payment is received. You will be emailed an invoice for your order.
Delivery is electronic. Your delivery will be emailed to you, or you will receive a notice that the order is ready to be downloaded via file transfer protocol. Orders may take up to 10 weeks to complete.
Requesting a reproduction is not permission for use. See the section below for instructions on how to request permissions.
Submit the permission for use form when you have finalized the list of all the materials needed for your project. Use one form to list all materials you plan to request permission for use.
Completed forms should be sent to [email protected].
Materials are subject to a use fee. The fee is charged per image or at a standard rate. Promotional use of the material is included with use fees. Lower fees may apply for use of large numbers of images or nonprofit use.
Requests are processed after payment is received. You will be emailed an invoice for your request.
Credit line requirements:
Images: University of Washington Libraries, Special Collections, [plus the negative or identification number]
- The negative number is provided with the image and is a letter + number combination, such as UW13452, Hegg 1234, NA1275
- Example: University of Washington Libraries, Special Collections, UW13452
Film or television: University of Washington Libraries, Special Collections
Signage, product, or other: The credit line University of Washington Libraries, Special Collections if credits are used. Contact Special Collections with questions.
Delivery is electronic. You will be emailed a letter granting you permission to use the materials in your project. The notification will indicate the preferred credit line. Requests may take up to 10 weeks to complete.
Fee List
Please contact Special Collections with questions: (206) 543-1929.
- All orders must be paid in full before online delivery. Invoices are sent via email; payment must be
made online with a Visa, MasterCard, American Express, or Discover. - All reproduction orders are delivered electronically via the file sharing site Hightail.com
- Turnaround times vary. Please allow 10 weeks for most orders. No rush service is available.
- Not all materials may be copied. Please contact us with any questions
Prices listed do not include any applicable Washington State sales tax.
Special Collections provides low resolution PDFs of documents and photographs. To submit your order,
please fill out a “Photocopy Request Form.” This service is for personal or reference use only, and not for
publication, exhibition, or similar uses. This process is for originals up to 25 x 33.5 inches.
- Manuscripts or documents: $ 0.60 each base copy cost
- Photographs $ 1.25 each base copy cost
If you cannot visit Special Collections to flag materials for copy, 50% of base copy cost will be added to
your order as a processing fee
- Processing fee ‐ In person requests:
- 100 pages or less: no additional processing fee
- 101-200 pages: $ 10 additional processing fee
- 201-300 pages: $ 20 additional processing fee
- 301 + pages: $ 50 additional processing fee
Normal turnaround time: 10 weeks from the time the order is received and verified. Large orders will
take longer and may require a deposit, invoiced via e-mail. Please contact [email protected] with questions.
Special Collections provides high resolution digital copies of materials for publication purposes. Digital
files are available in either jpg or tiff format, and delivered via the file sharing site Hightail.com. To
submit your order, please fill out a “Scan Reproduction Request Application and Agreement” form. Please
note that for publication purpose, you must also complete the “Permission for Use (pdf)” form.
- Flatbed: 300 dpi @ 8×10 in. $25 per image
- Flatbed: 300 dpi @ 11×14 in. $30 per image
- Flatbed: 300 dpi @ 16×20 in. $40 per image
Turnaround time is 10 weeks from the time of payment. Large orders will take longer and may require a deposit, invoiced via e-mail. Please contact [email protected] with questions.
For architectural drawings, please complete the “Architectural Drawings Scan Request” form. This service
is intended for personal use only, and not for publication, exhibition, or similar uses. All items must be
assessed for condition prior to scanning. Digital images are available in color and JPEG format only (no
prints). For publication or display purposes, complete the “Permission For Use (pdf)” form.
- $25 per drawing
- $25 handling fee per order. This fee covers drawing retrieval and encapsulation costs.
- Washington state sales tax as applicable
- Additional conservation and research fees (for staff mediated offsite requests) may be added at
$55/hour with customer approval
Please contact [email protected] for current turnaround times.
Special Collections audio recordings (analog cassettes, ¼” reel to reel and CDs) are available online at UWLibraries Digital Collections or can be accessed in the Special Collections Reading Room on the University
of Washington campus. Where a listening copy of the original recording does not exist, one will need to
be made, at user expense.
Special Collections provides digitized audio, made available via online delivery as an MP3. To submit your
order, please fill out an “Audio Recording Reproduction Request Form.” This service is intended for
personal use only, and not for publication, exhibition, or similar uses. For any other purposes such as
broadcast or commercial distribution, complete the “Permission For Use (pdf)” form.
In-house duplication: $60 per tape
Some materials must be sent to an outside vendor for duplication due to their condition. This may
increase processing time and cost. Users will receive an estimate and will be charged full cost for
duplication plus service fees and shipping.
Turnaround time for in house duplication is 10 weeks from the time of payment. Large orders will take
longer and may require a deposit, invoiced via e-mail. Please contact [email protected] with questions.
Special Collections moving image materials (film and videotape) are available online at UW Libraries Digital Collections or can be accessed in Special Collections on the University of Washington campus.
Where an access copy of the original does not exist, one will need to be made at user expense.
Special Collections provides digitized films and videotape, made available via online delivery as an MP4.
To submit your order, please fill out an “Moving Image Reproduction Request Form.” This service is
intended for personal use only, and not for publication, exhibition, or similar uses. For any other
purposes such as broadcast or commercial distribution, complete the “Moving Image Permission For Use (pdf)” form only when decisions regarding what will be used in the final project have been made.
Screeners/Access copies: $40 per item delivered as an mp4
Master: $40 per item delivered as an mov (additional formats available upon request) plus use fee (see below for detailed list of fees)
Some materials must be sent to an outside vendor for duplication due to their condition or format. This
may increase processing time and cost. Users will receive an estimate and will be charged full cost for
duplication plus service fees and shipping.
Turnaround time is 10 weeks from the time of payment. Large orders will take longer and may require a deposit, invoiced via e-mail. Please contact [email protected] with questions.
Please note that federal, state, and local government entities, non-profit institutions, theses and dissertations will not be charged use fees but must still submit completed Permission to Use Form (pdf) applications. Special Collections materials may be used in the classroom, class projects, personal display, or research. Formal permission is required for all other uses including, but not limited to, publication (including graduate theses and dissertations), broadcast, products, commercial display, websites, blogs, social media, etc. Regardless of copyright status, users must submit an application for Permission to Use Form (pdf) Special Collections materials.
Publication, exhibition, and other uses of Special Collections materials may be subject to a use fee. The fee is charged per image or per clip in the case of moving images. Promotional use of the material is included with use fees. For use of 10 or more images or materials in a project, the use fees are discounted 50%.
Submitting requests. When requesting permission to use material for a project use one form listing all requested materials. Submit the Permission to Use Form (pdf) when you have finalized the list of all the materials needed for your project. If you need high resolution digital files of any materials, you must submit a separate reproduction request. Once your application is processed, you will receive a formal letter granting permission that provides the required credit line. To request permission for publication, exhibition, or other uses, print, complete and sign the Application for Permission to Use Form (pdf). Email form to [email protected].
Printed materials (books, journals, catalogs, newspapers, etc.) No fee for non‐profit use
0 ‐ 2,000 copies – no cost
2,001 ‐ 10,000 copies – $25
10,001 ‐ 50,000 copies – $50
50,001 ‐ 99,999 copies – $100
100,000 and over – $200
Film/TV – Standard/ Non‐standard TV. No fee for non‐profit use
Local, Non‐broadcast, DVD/Streaming/Web – $100
National – $125
Worldwide – $175
Blog post/social media/website
Personal /Non‐profit $0
Commercial/Advertising $175
Other – no fee for non‐profit use
Multiple media – $175
Commercial advertising – $175
Exhibition/display/office decor – $90
Products & other uses – $90
Credit line requirements. Contact [email protected] with questions.
Printed material/publication/exhibition: University of Washington Libraries, Special Collections, [plus
the negative, order number, or item identification number] Example: University of Washington Libraries,
Special Collections, UW13452.
The negative number is provided with the image metadata on our digital site and is a letter + number
combination, such as UW13452, Hegg 1234, NA1275.
Film, television, signage, product, other (if credits are used): University of Washington Libraries, Special
Collections.