University of Texas at Arlington

Photocopy Policy

The major goal of Special Collections is to preserve and make available to researcher historical materials of enduring value reflecting the history of Texas, Mexico, the Mexican War, cartography of the Greater Southwest, and The University of Texas at Arlington. Many of the items housed in Special Collections are rare and irreplaceable. Also, many of these items are in fragile condition, having been printed or produced on poor quality paper.

With the goal of long term preservation of these valuable resources in mind, Special Collections reserves the right to deny photocopy requests when an item is in poor condition, when an item is too large to fit on a copy machine without causing damage, or when photocopying an item will cause irreparable damage to bindings or papers already weak or fragile.

All photocopy requests will be reviewed on a case by case basis. If in the judgment of an authorized staff member an item may be harmed, photocopying will be restricted or prohibited. If photocopying cannot be authorized, photographic processes may be considered. Please check Special Collections' “Schedule of Fees” for costs. In addition, copyright restrictions prohibit Special Collections from copying books in their entirety. No more than twenty percent of a published work, manuscript or archival collection, or oral history interview will be copied. (Tejano Voices oral history interviews may be copied in their entirety unless restricted by the donor.) 

Photocopy requests turned in after 4:30 p.m. will not be processed before the next working day (excluding weekends).

Guidelines:

  1. Maximum dimensions which may be photocopied are:
    For bound material:
    --14" wide by 20" high (maximum text area machine will copy is 11x17). Maximum thickness is 3
    inches.
    For unbound material:
    --15" wide by 23" high (maximum text area machine will copy is 11x17).
  2. Photocopying will be approved only if the volume lies flat or almost flat and both paper and binding are in good condition. If tightly bound, the volume should have wide (1" or more) inner margins.
  3. Copying is not permitted if:
    • Binding and sewing is completely broken, poor, or weak; hinges are loose; spine is damaged or lacking; boards are damaged or lacking.
    • Pages are torn out or cracking; signatures or sections are loose.
    • Paper is extremely dry or brittle and shows signs of shattering and/or loss of text has already occurred.
    • Maps are located in drawers 73-100, are drawn on vellum, or are water colored since the photocopying process would fade the coloring.
    • Ink on manuscript items is, in the judgment of the staff, too faded to permit photocopying.
  4. Requests for exceptions to this policy will be considered on a case by case basis. Preservation concerns supersede all other considerations.