Items in the Special Collections are non-circulating, and special reproduction measures are required to ensure their long-term preservation. To ensure proper reproduction, care and handling of the materials, Special Collections has adopted the following policies and procedures.

Policies and Procedures

  • Materials will be reproduced only by Special Collections staff when it is possible to do so without damaging the physical integrity of the item.
  • The library reserves the right to use its discretion to limit the number of reproductions or to decline to make any reproductions.
  • Reproductions are subject to applicable copyright, legal, conservation and/or depositor restrictions.
  • Reproduction copies are made for private study and research purposes only and must not be used for any other purpose without the express authorization of the copyright owner.
  • Researchers are responsible for observing copyright law and for properly acknowledging extracts from documents.
  • Permission to copy material is not an authorization to reproduce or publish the material.
  • Researchers may be permitted to use a digital camera to photograph Special Collections material in the Reading Room (see Personal/Research Use Agreement Form for more information).

Reproducing Material

A Special Collections staff member will provide you with a specific Request for Reproduction Form. Copying must be done by Special Collections staff.

Limits on Reproducing Material

Special Collections staff will schedule the work in consultation with the patron, making every reasonable effort to meet her/his needs in such a way that they do not interfere with ongoing staff duties. Please be aware that reproduction requests are handled at specific times and require advanced planning in order not to interfere with ongoing reading room activities and research.

Flagging Material for Copying

Placing flags around the material to be copied is the best way to let the Special Collections staff know exactly what you wish to have copied while also preserving the original order of the records. It is your responsibility to indicate clearly what is to be copied using the acid-free flags provided.

Please place your reproduction orders with Special Collections staff at least 15 minutes before closing to allow time for arranging payment and discussing the order before the Reading Room closes.

Services and Fees

As a general policy all research copies are made in digital format. If you would prefer paper copies of these digital files, please indicate your preference on the reproduction order form. All orders must be PREPAID. You may pay with cash, cheque or credit card. You may ask to have your copies mailed to you (minimum shipping and handling fee of $10.00) or you may pick them up in person. Completed orders which are not mailed will be held in the Reading Room for four weeks after completion of the order and will then be discarded.

Digital Copies
Digital Scans
Service Charge
Scan of letter, legal, photograph or ledger size materials (unimproved basic scan, under 300 dpi, delivered by e-mail or file transfer service) 1-10 scans: $10.00
11+ scans: $1.00 per page
Includes electronic transfer by e-mail or file transfer service (up to 2GB)
Custom Scans
Service Charge
Custom (high-res scan, 600 dpi, hi-res photo, slide or negative scans for publication, etc.) and oversize material (larger than 11” x 17”) $25.00 per scan
Includes electronic transfer by e-mail or file transfer service (up to 2GB)
Audio-visual material copies
Service Charge
Copy of video and audio recordings $40.00 per recording**
($20 if original has already been digitized)

**Flat rate for recordings under 2 hours on most conventional analog formats. Longer recordings or unusual formats will be charged as custom orders.

Delivery Charges
Delivery Method Charge
E-mail (File must be less than 20 MB) No charge
File transfer service up to 2GB No charge
Paper copies Additional fee of $0.50 per page
Storage medium (CD) An additional fee of $5.00 is charged per CD or DVD

(or as arranged with patron).


  • A minimum postage and handling fee of $10.00 applies to all requests mailed to patrons.
  • Fees do not include applicable taxes.
  • Fees are subject to change without notice.
  • Cheques are to be made payable to the University of St. Michael’s College.