Reproduction Services : Brown University Library Brown University Library

John Hay Library

The John Hay Library will reproduce Special Collections material to the extent that physical condition and copyright or other legal restrictions permit. This process takes 6-8 weeks. Reproductions are provided in electronic format:

Low-resolution digital image (200-dpi PDF)
High-resolution digital image (300-dpi or 600-dpi; TIFF or JPEG)

Audiovisual Materials

Audiovisual materials (film, magnetic audio recording, video cassette, DVD, CD) cannot be played in the reading room but they can be viewed as physical objects. You do not need to be affiliated with Brown University to visit the John Hay Library. Please see our visitor’s guide for detailed instructions on scheduling appointments and requesting materials.

The John Hay Library will create digital copies of audiovisual material to the extent that physical condition and copyright or other legal restrictions permit. We will assess whether we are able to digitize this for your use. This process takes up to 12 weeks and upon completion we will provide you with view only access for one month. If you need additional time, you will be able to request an extension.

Please submit your digitization request via the John Hay Library Audiovisual Digitization Request Form.

Procedures

All reproduction requests are managed through your special collections research account.

Please be sure to include the following information about the materials in your request:

Title and author
Call number
Catalog record link
Box/folder or volume number
Any additional information in the Special Request field

Reproductions take a minimum of 10 business days from receipt of request. Delivery timeline of reproductions will depend on the digitization queue and the complexity of the request. If your request has not been completed after 6 weeks of submission, please email hay@brown.edu for assistance.

Researchers using manuscript collections are encouraged to bring a personal camera and may take an unlimited number of photographs.

The Library does not charge researchers for onsite digitization. If materials need to be sent to a vendor, there will be associated costs. Staff will notify researchers of any charges in advance of sending materials to a vendor.

Physical Condition

All reproduction requests must be approved by curatorial and conservation staff. Decisions will take into account the type and condition of the binding, the brittleness of the paper, and the size and fragility of the item. The choice to approve or decline a request rests solely with the Library.

Making Research Copies

Personal cameras are allowed in the reading room.
A KIC Scanner is available at the rear of the reading room. The scanner allows you to email files to yourself or save the files to a USB drive.
A HoverCam is available to researchers. This high-resolution document camera attaches to your Windows or Mac computer and allows you to save images directly to your laptop.
Personal hand-held copiers and scanners are not permitted.

Copyright

The Library adheres to the provisions of the 1976 Copyright Act and follows the minimum standards of educational fair use established under Section 107 of H.R. 2223 by the Ad Hoc Committee on Copyright Law Revision, the Authors League of America, and the Association of American Publishers, Inc. In applying these standards, the Library will copy up to 10 percent of a copyrighted work if the copy is to be used for the purpose of private study, scholarship, or research. The Library will not copy for the purpose of public performance. Physical condition permitting, the Library will copy more than 10 percent of a copyrighted work only with the written permission of the copyright holder. Multiple copies are not permitted under fair use.

For works created since 1978, copyright lasts from the creation of the work until 75 years after the author’s death. For works published before 1978, with a copyright notice, the maximum duration of copyright protection is 75 years. Works published before 1978 without a copyright notice are assumed to be in the public domain.