The Albemarle Charlottesville Historical Society

Collecting, preserving, and interpreting the history of our community!

Copyrights & Reproductions

Nurses with the University of Virginia’s 8th Evacuation Hospital Unit, which served during World War II from 1942 to 1945 in both northern Africa and Italy. The 8th Evac received numerous awards and commendations for its service, and served in the war longer than any other American hospital-affiliated medical unit. During their time on active duty, the doctors and nurses from UVA cared for over 48,000 patients (plus over 53,000 outpatients). Remarkably, despite being on the front lines in battle in the Italian mountains, only 253 of the patients in their care, less than one half of one percent, passed away. (photo courtesy of the Special Collections Library at the University of Virginia).

Copyrights & Reproductions Policy

COPYRIGHTS

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. We reserve the right to refuse to accept a duplication request if, in our judgment, fulfillment of the request would involve violation of copyright law.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” Reproductions may not be made for or donated to other Repositories. 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. In most cases, the library is not the holder of copyright for the materials held in its collection. The library cannot grant permission for uses of material that fall outside of fair use. Instead, the responsibility falls on the user to obtain that permission.

Copyright law protects unpublished as well as published materials. If you wish to use either published or unpublished materials from our collections in a publication, you must determine whether the work has passed into the public domain and is no longer under copyright protection, find the copyright holders and get permission to use the material, or determine whether your use is protected by fair use or another limitation or exception to copyright.

REPRODUCTIONS

As curators, librarians and historians, our staff members are responsible for safeguarding the condition of materials in our Collection and for respecting the wishes and interests of authors and donors. We also wish to contribute to scholarship and teaching and want to make the public more aware of the books, manuscripts, and historic items we have. To accomplish these goals, the reproduction of items is often required. Each item to be reproduced must be evaluated by our staff based on:

  1. Physical condition — some books, architectural drawings, historic maps, or other items are sometimes too fragile to reproduce without endangering the originals.
  2. Copyright issues — copyright restrictions may often apply to previously published materials. If the item is unpublished, copyright may rest in the hands of the author or his or her heirs. Please note that it is the sole responsibility of the user of such materials to investigate the copyright status of any given work and to seek and obtain permission where needed prior to any distribution or publication.
  3. Restrictions set by donors — while it is rare, some manuscript collections or donated items in our Collection might have restrictions against reproduction or publication. We encourage users of our materials to inquire.
  4. Physical size — some items, such as maps or architectural drawings, are too large to photocopy or fit on our office scanners. These will require digitization by outside professionals, which often entails more time and cost.

We reserve the right to refuse to accept a duplication request if, in our judgment, fulfillment of the request would involve violation of copyright law. Reproductions may not be made for or donated to other repositories.

PHOTOCOPIES

We are unable to photocopy entire published works, entire manuscript collections, entire bound volumes in the manuscript collection, entire newspapers, or any fragile/sensitive materials. Photocopies are $0.10 per exposure (black and white copy). A $20.00 service/shipping and handling fee is added to each order that is shipped.

Requests for photocopy orders can be made directly with our Librarian either in person, by phone (434-296-1492) or by email ([email protected]). All requests will be handled as expeditiously as possible during our regular business hours.

PHOTOGRAPHS

Copies of archival photographs from our Collection are available on request for a fee (see below). We provide 300dpi digital copies of requested images. We do not provide photographic prints. Digital copies are typically delivered by email.

Reproductions of materials from the collections of the Albemarle Charlottesville Historical Society are provided under license agreement for purposes indicated in writing by the user and agreed to by the Society. Conditions governing their use are specified on a contractual agreement generated by the Society and to be signed by both the user and a representative of the Society. Costs for reproduction of materials from the collections are the sum of two fees: use and reproduction.

Requests for specific digital copies of images should be made in writing by email to: [email protected]. Please note that we reserve the right to decline requests for reproductions.

USE FEES FOR DIGITAL REPRODUCTIONS

We reserve the right to deny any request for permission to use the images in our Collection. We are pleased to support the missions of non-profit organizations by providing reduced rates.  Non-profit fees are applicable only to those organizations able to prove legal not-for-profit status by providing suitable documentation such as Internal Revenue Service tax-exempt certificate or letters of exemption. Sales tax will be added to all invoices for photographic production and sales.  Customers that are exempt from sales tax must provide proof of exemption prior to placing an order for photographic services.

USE Non-Profit Commercial
Editorial Use (Book, Periodical, E-Book, Other Published Works) $30 $60
Website Use (Internet, Social Media, and non-advertising use) $30 $60
Video, DVD, or other Film Media $60 $120
Cover Use (Book or media packaging) $100 $200
Advertising or other non-editorial use $100 $200
Project bundle (single image used for a variety of publication purposes) $250 $500

ADDITIONAL USES

The society reserves the right to charge special fees for unlisted uses as determined on a case-by-case basis. All fees listed are subject to change. Fees for non-exclusive, world, and/or multiple language rights will be quoted upon request.

  1. Personal Use: Use fees are usually waived. Reproduction fees for scanned images may apply.
  2. Non-profit Exhibition or Display: Use fees are usually waived. Reproduction fees for scanned images may apply. Approval is required.
  3. Thesis / dissertation / school paper / classroom use: Use fees are usually waived. Reproduction fees for scanned images may apply. Approval is required.
  4. Re-use: Reusing an image in a new edition or a new project constitutes a re-use. All requests for re-use or change in use must be applied for and approved. Additional fees may apply.
  5. Decoration in a public space / Moving picture / Product line / Other uses: Rates for uses not listed in this schedule will be quoted upon request.

DIGITAL REPRODUCTION FEES

300 dpi JPEG: $35 (ideal for making a print and is the most often requested format)

300 dpi TIFF:   $35 (ideal for publication)

Higher resolution scans: Available upon request. Additional fees apply.

Requests for scans of over-sized originals: Available upon request. Additional fees apply.

CREDIT LINE

The basic credit line should read: Albemarle Charlottesville Historical Society. When provided, the photographer’s name must also be used in the credit line. Specific guidelines for certain media are as follows:

  1. Published materials: credit line should be easily accessible, preferably adjacent to the image.
  2. Film, broadcast, or video productions: include credit within the “Sources for Illustrations” or “Credits” section of the production.
  3. Exhibitions: credit should appear in the exhibition area, preferably directly below or adjacent to the image.
  4. Website: credit must be placed adjacent to the image along with a link to our web site: albemarlehistory.org.

CONDITIONS FOR USE OF DIGITAL IMAGES

  1. Images provided for personal or research use may be copied to another medium for study purposes but may not be otherwise reproduced by the patron photographically or digitally without written permission of the Albemarle Charlottesville Historical Society.
  2. An image can be used only once for the purpose(s) listed in the initial request. All permissions are issued for the life of a project or program. A second use of the image in any one project or program constitutes a separate use. Additionally, each medium in which the image appears constitutes a separate use, including book, periodical, dust jacket or cover, brochure, broadcast video, recorded video/DVD, streaming video, CD/DVD, E-book, or web site. Different versions produced simultaneously, such as textbooks for different jurisdictions, would count as one use. Any editions produced later would constitute a separate use and must be applied for in writing.
  3. The Library of the Albemarle Charlottesville Historical Society must be given one complimentary copy of any published work, including book, periodical, video, DVD or CD in which the image appears. ACHS must be provided with the web site address for images posted on the internet.
  4. To indicate in the accompanying caption or label all changes or alterations that have been made to the original copy, including cropping, tinting, or detailing. Altered images remain the property of the Albemarle Charlottesville Historical Society and cannot be used without permission.
  5. We reserve the right to request that any image from our Collection be removed from any web site.
  6. The licensee or publisher cannot give permission to others to reproduce the image or any facsimile of it.
  7. The Albemarle Charlottesville Historical Society reserves the right to refuse to accept a reproduction order if, in its judgment, fulfillment of the order would involve violation of the copyright law or if the request conflicts with an intended use by the Society. The granting of permission to publish does not absolve users of materials from securing permission from copyright owners and payment of such additional fees as the owners may require if the Albemarle Charlottesville Historical Society does not own the copyright or if the material is not in the public domain. Applicants assume all responsibility for questions of copyright and invasions of privacy that may arise in copying and in the use made of the photographic copy.
  8. The Albemarle Charlottesville Historical Society reserves the right to limit the number of photographic copies, photocopies or scans provided to patrons; to restrict the use or reproduction of rare or valuable materials; and to charge different fees from those published on our web site. We may refuse to accept an order based on condition of the item or on issues regarding ownership or donor-instituted restrictions.
  9. The Albemarle Charlottesville Historical Society in no way waives its right to future use of any images or the right to grant others permission to use them.
  10. Any exceptions or modifications to the above conditions will appear on, and be part of, the list of conditions of use for images and included in the letter or contract of agreement agreed to by both parties.

USE OF DIGITAL CAMERAS

Hand-held personal digital cameras or camera phones may be used with permission to make copies of previously published materials in our Research Library. Copies of any parts of unpublished materials will be made by Staff at costs detailed above. For security and preservation reasons, and out of respect for our other visitors, the use of tripods, additional lights, including built-in flashes, and handheld or flatbed scanners are not permitted. Requests to use cameras in our Library may be made in person to the Librarian or by phone (434-296-1492).

* Revised and Updated October 2020: These policies have been adapted from similar guidelines now in effect at the Virginia Museum of History and Culture as well as the Albert & Shirley Small Special Collections Library at the University of Virginia, and as such represent the best practices of reproductions and copyright management by archival collections.