Reproduction Services
at the University of Alberta Archives


Making Reproductions at the University of Alberta Archives

Digital Scanning Station

LIke all reference services, archival reproduction services strive to strike a balance between access for resesearchers, protection of privacy and intellectual property, and physical preservation of the archival material. Based on these principles the University of Alberta Archives (UAA) offers reproduction services in both analog and digital formats in all types of media, including textual, photographic, documentary art, cartographic, electronic and audio-visual records.

The UAA reserves the right to deny the reproduction of any of its holdings due to preservation concerns for a particular item. Legislation concerning personal information, copyright and individual donor restrictions may also restrict reproduction of certain items.

Each original format holds unique preservation and reproduction requirements; because information technology continually evolves, formats, policies and procedures are numerous. Researchers are encouraged to read through the policies and procedures for each meduim before requesting a reproduction.

Reproduction costs are based on four factors:

  • Cost of acquiring, processing, preserving archival material
  • Cost of Staff processing order
  • Desire to limit wholesale reproduction
  • Nature of reproduction required

Reproduction costs are subject to change.

Textual Material

The UAA offers conditional permission to photocopy print material, microfilm, and finding aids. For reasons of preservation certain formats and frail originals cannot be photocopied.                        

  • The cost to have an archivist photocopy a single letter-sized page of text or graphic is $0.50; pages larger than legal size cost $0.75.
  • There is no charge for five (5) or less copies
  • Reseachers may make their own photocopies at a cost of $0.30 per page and $0.50 if larger than legal size.
  • The Archives charges a rate of $2.00 per page for commercial use of photocopies (for a definition of commercial use see below) .

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Audio Material

digital player

The UofA Archives preserves sound recordings in serveral formats: audio cassettes, reel to reel magnetic tapes, grammaphone disks, vinyl phonograph records in two formats: 12" (30 cm) 33 rpm long-playing (LP) format and 12" (30 cm) 45 rpm extended-playing format.The Archives also houses digital sound files in DAT, minidisc, DVD, and cd formats. Although the UAA has facilities to play original audio recordings in these various legacy formats, it does not possess in-house reproduction facilities. Audio reproduction orders must be filled off site. The average time to reproduce an audio recording is one month; rush orders can be completed in five days. All audio reproductions, except cassettes, are done in digital format.

Sound File Format Reproduction Costs

Audio Format

Analog Reproduction

Digital Reproduction

Audio Cassette [60 or 90 minutes]

$25 per cassette [$50 for rush service]. Plus 5% G.S.T.* and $5.00 shipping and handling.

$100 for copy on compact disk. Plus 5% G.S.T.* and $5.00 shipping and handling.

Reel to reel, magnetic audio tape

Analogue copies are not available.

$100 for copy on compact disk. Plus 5% G.S.T.* and $5.00 shipping and handling.

Phonograph Records [45 rpm or 331/3 rpm]

Phonographic record to cassette = $50 [$100 rush service]. Plus 5% G.S.T.* and $5.00 shipping and handling.

$100 for copy on compact disk. Plus 5% G.S.T.* and $5.00 shipping and handling.

Compact Disc, Digital Audio (DAT), Cassette, Mini Disc

Not applicable

$20.00 fora copy of a compact disk. Plus 5% G.S.T.* and $5.00 shipping and handling.

* G.S.T. is not charged to government or University of Alberta agencies.

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Cartographic Material

The UAA holds cartographic material dating as far back as the mid-19th century in diverse formats from hand drawn fur trading maps to digital meteorological studies of Alberta hail patterns. In most cases the size of the maps requires special equipment for reproduction. Cartographic materials must be sent off site for reproduction. The time required for such reproduction procedures is approximately one month; rush orders can be completed in five days.

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Audio-Visual

Audio-Visual File Format Reproduction Costs

The University of Alberta Archives holds A-V material in several formats. The Archives possess the resources to reproduce Beta and VHS video cassettes, all other format must be sent off-site for digital reproduction. This will take one month to complete; rush orders can be done in five days.

A-V Format

Analog Reproduction

Digital Reproduction

Beta and VHs Cassette

$30 per cassette [$40 for rush orders]. Plus 5% GST* and $5.00 shipping and handling.

$100.00 for copy on compact disk. Plus 5% GST* and $5.00 shipping and handling.

1/4" Reel to Reel Tape

Analogue copies are not available

$100.00 for copy on compact disk. Plus 5% GST* and $5.00 shipping and handling.

U-matic Cassette

$40 per cassette [$60 for rush orders]. Plus 5% GST* and $5.00 shipping and handling.

$100.00 for copy on compact disk. Plus 5% GST* and $5.00 shipping and handling.

16mm, 35 mm and Super 8 film

Not available

$100.00 for copy on compact disk. Plus 5% GST* and $5.00 shipping and handling.

* G.S.T. is not charged to government or University of Alberta agencies.

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Architectural Material

The UAA holds hundreds of architectural drawings and paintings dating back to Henry Marshal Tory's 1909 work with the Montreal architectural firm of Nobbs and Hyde. In most cases, architectural drawings are too large to digitally reproduce at the UAA. Researchers are encouraged to consult UAA archivists to make special arrangements for reproductions of architectural plans. The time required for such reproduction procedures is approximately one month.

The cost to digitally reproduce an architectural plan is $50.00 plus 5% GST* and $5.00 shipping and handling. Orders can be filled in three weeks. Rush orders cost $75.00 plus 5% GST* and $5.00 shipping and handling and can be filled in five days.

* G.S.T. is not charged to government or University of Alberta agencies.

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Graphic Material

The UAA contains a large variety of graphic images including over 100,000 photographs. Formats include daguerreotypes, ambrotypes, tintypes, postcards, stereographs, lantern slides, albumen prints, sketches, pastels and watercolours. Since 2001 the UAA no longer provides photographic print repoduction services. The Archives offers instead digital scans of photographs and other graphic material. Such digital scans can be reproduced in any given print format at most photography labs. The UAA provides in-house guidelines for digital scans based on original format. Other specifications, such as requested size of digital reproduction, can be applied upon request. Items that exceed the 22cm x 30cm maximum dimension of a desktop scanner cannot be scanned at the archives. If circumstances warrant, the archives staff may send material to other offices on campus for rerproduction. This will require approximately three weeks and an additional cost .

Digital Reproduction Specifications

Photographs


Textual Material
(printed matter, music scores, line drawings, manuscripts)

Other Graphic Images
(sketches, pastels, watercolours)

B&W: pixel depth: 8-bit greyscale
Colour: pixel depth: 24-bit RBG mode.

Spatial Resolution: 600 dpi.

File Format: TIFF.



Images with a high tonal range: 8-bit Greyscale
Limited Tonal Depth: bi-tonal 1-bit/pixel

Spatial Resolution: 400 dpi

File Format: TIFF

B&W pixel depth: 8-bit greyscale
Colour pixel depth: 24-bit RBG mode.

Spatial Resolution: 600 dpi.

File Format: TIFF.

 

Graphic Media Reproduction Costs

        

Graphic Format

Analog Reproduction

Digital Reproduction

B&W and Colour Photographs (4x5, 5x7, 8x10), Negatives, Slides and Glass Plates

Photocopy only - $0.50 per page. $1.00/page for rush orders plus 5% G.S.T.* and $5.00 shipping and handling.

$20 per image [$40.00 rush order]. Plus 5% G.S.T.* and $5.00 shipping and handling.

Textual materials

Photocopy only - $0.50 per page. $1.00/page for rush orders plus 5% G.S.T.* and $5.00 shipping and handling.

$20.00 per image [$40.00 rush order]. Plus 5% G.S.T.* and $5.00 shipping and handling.

Other Graphic Images

Photocopy only - $0.50 per page. $1.00/page for rush orders plus 5% G.S.T.* and $5.00 shipping and handling.

$20.00 per item [$40.00 rush order] Plus 5% G.S.T.* and $5.00 shipping and handling.

* G.S.T. is not charged to government or University of Alberta agencies.

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Policies and Procedures

  • All order forms must be completed in full by the client before reproduction is done
  • The Archives charges a commercial rate for commercial use. It is defined as for-profit use in non-academic magazines, newspapers, film, television, use in offices or restaurants, and use in advertising such as program brochures, calendars, posters, place mats, post cards. It is exclusive of publications which promote the University of Alberta or its Archives. Fees will be assessed according to the nature and scale of the venture where the UAA holds copyright. The UAA may grant clients a once-only, world-wide, non-exclusive use of the material requested.
  • Clients may pick up their orders without incurring a shipping and handling charge or may have them mailed or couriered to them at a shipping and handling fee.
  • Courier fees are at the expense of the client and arrangements must be made by the client for courier service.
  • The UAA shall charge Univerisity offices through indents. Offices must supply both speed codes and chart account numbers to complete orders. Orders will not be filled until the speedcode and chart account numbers are supplied.
  • GST and shipping and handling fees are not charged to University Units.
  • GST is charged on all orders not directly affiliated to a provincial or federal government office.
  • Payment may be made in cash, cheque or by indent in the case of a University unit.
  • Invoices are available to all orders of $50.00 or greater. Otherwise all non-university orders must be paid by cash or cheque and the UAA will supply a receipt. Orders will not be filled until payment is received.
  • University collection procedures will be followed if invoices are not paid promptly.
  • Regular digital service is two (2) business days from date of order.
  • Copies are provided for research and private study purposes only. Please submit a “Request for Permission to Publish, Exhibit or Broadcast” form if you are planning to use any copy for purposes other than research and private study.
  • Clients may request to use their own photographic or scanning equipment but will be charged the regular $15.00 plus GST for each image reprodused.
  • The use of flash is not permitted.
  • Use of photographs from the University Archives in publications must be appropriately attributed with full citation to the University of Alberta Archives.

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Citation

Whether private records or university documents, all archival records carry a set of potentially complex unique characteristics that make their citation more difficult than published, library material. To capture the precise provenance details for an archival citation may require additional research. In general an archival citation progresses from the specific to the general. A full item-level citation requires a title and date of the item, the name of the series (if appropriate) followed by the name of the fonds and its identifying number ending with the name of the institution.

For example:

Dr. H.M. Tory to C.S. Burgess [ca. 1913], Correspondence, Acc#71-213-1-6, C.S. Burgess Fonds, University of Alberta Archives.

The Chicago Manual of Style (14th Edition) provides a thorough overview of documentation in Chapter 15. Section 15.277 concerns "manuscripts" and section 15.402 concerns "unpublished material.".

For details of any specific citation researchers should consult an archivist

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Copyright

Federal government copyright legislation applies to the records in the UAA and the Archives endeavors to properly apply copyright regulations and supply researchers with copies of desired material. Copyright is an attempt to balance two occaisionally competing interests: the creators' right over their creations and the public's interest in access to such creations. Researchers are warned the application of copyright regulations is a complex legal process and UAA archivists can only supply advice on copyright; this advice should not be taken in place of legal consultation. Ultimately researchers are responsible to fulfill all copyright obligations. Researchers may consult the full legislation at the following address: Copyright Act ( R.S. 1985, c. C-42 ).

The Copyright Act ( R.S. 1985, c. C-42 ) identifies seven categories of "works" for protection. These distinctions do not reflect archival fomats and there may exist several rights within a single archival document. Where the Archives does not hold copyright there are still exemptions under which copies may be reproduced.The Canadian Intellectual Property Office notes: "The Copyright Act provides that any "fair dealing" with a work for purposes of private study or research, or for criticism, review or news reporting is not infringement. However, in the case of criticism, review, or news reporting, the user is required to give the source and the author's, performer's, sound recording maker's or broadcaster's name, if known." The Archives may also make reproductions if the material is used for educational or training purposes. Finally, the University of Alberta has signed on to the CANCOPY license. This allows students, professors and administrators to make additional copies beyond the limit of fair dealing if the purpose derives from the nomal responsibilities of university acitivites such as teaching, administration or preservation. Further copyright information can be obtained at the University of Alberta Library's Copyright Guide.

Several independent collective societies and organizations have formed to administer copyright within their personal or professional orbit of concern. Researchers are encouraged to consult these groups for further advice and rights status.

  • The Society of Composers, Authors and Music Publishers of Canada &nbspSOCAN -- Administers rights in public performances.
  • Societe du droit de reproduction des auteurs, compositeurs et editeurs au Canada &nbspSodrac signs agreements with the manufactures of sound recordings and with radio and television broadcasters.
  • The Canadian Musical Recording Right Agency &nbspCMRRA is the agent for Canadian musical producers.
  • The English organization for administering rights for authors and publishers in Canada is &nbspCANCOPY.
  • The French organization for administering rights for authors and publishers in Canada is &nbspCOPIBEC.
  • The Canadian Artists Representation Copyright Collective &nbspCARFAC negociates collective rights for artistic works.

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Personal Information

The Archives holds some records containing personal information subject to the Alberta Freedom of Information and Protection of Privacy Act. The Archives observes the privacy provisions of the Alberta Freedom of Information and Protection of Privacy Legislcation. Some material may not be available for reproduction. Researchers are encouraged to consult an archivist for further information.

Ordering

Researchers can download our &nbspOrder Form and e-mail it to the Archives at our Inquiries Address: Send your research inquires.

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