The Phillips Academy Archives and Special Collections staff are pleased to offer duplication services to researchers. Archives staff may handle reproduction of materials especially photographs. Orders will be filled as soon as possible depending on the size of the request and the availability of staff. Researchers who may need high-resolution TIFs should bring or send a thumb drive when they come to the Archives.
Conservation concerns may dictate appropriate methods of duplication for some materials. The final decision as to whether or not an item is in a condition to be copied will be made by the Archivist. The full text of a book, pamphlet, diary or notebook, or an entire manuscript/archival collection will be copied only with the authorization of and at the discretion of the Archivist.
Services Available
Researchers may order digital scans of photographs and other archival material.
Digital scans of photographs up to 11″ x 14″ in size are produced by Archives staff in accordance to the needs of the researcher. Scanned images can be up to 600 dpi, in color or black and white, and in either JPEG or TIFF format. Whenever possible, files are delivered to researchers by e-mail; in some instances large files will be copied to a thumb drive or shared via cloud service.
Digital Camera Use Policy
Digital cameras are permitted in the Archives and are intended to assist readers with note-taking not to reproduce a book, archival record or manuscript in full.
Use of digital cameras is subject, but not limited, to the following conditions:
All candidates for photography must be flagged and examined by Archives staff for physical condition, copyright issues and donor restrictions before approval will be given.
No pictures may be taken of the room itself, other readers or the staff.
Staff will designate the work location for patrons using cameras. Patrons may not stand on chairs or rearrange furniture to get a better image.
Materials must be handled properly and with great care. Staff will assist with setting up materials properly:
Bound volumes must be supported in a book cradle; no pressure can be applied to the bindings.
Loose manuscript material must remain in its folder and kept in order at all times. Documents must be kept flat on the table. If leaves are fastened together, please see archivist before proceeding.
No more than 50 pages or 20% of any manuscript or book (whichever is smaller) can be photographed.
It is the responsibility of each reader to keep complete and accurate citations (complete call number, including item numbers and/or page numbers) for all items photographed. Requests for permission to quote, or subsequent orders for high-resolution or photographic images, will not be processed without this information.
The library reserves the right to deny requests or revoke permission for any reason.
Notices and Policies
RECEIPT OF REPRODUCED MATERIALS DOES NOT GRANT EITHER COPYRIGHT OR PROPERTY RIGHT, NOR DOES IT CONSTITUTE PERMISSION TO PUBLISH IN EXCESS OF “FAIR USE” OR TO DISPLAY MATERIALS.
NOTICE CONCERNING COPYRIGHT RESTRICTIONS
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.
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 other reproduction is not to be “used for any purpose other than private study, scholarship or research.” If a user makes a request in excess of “fair use,” that user may be liable for copyright infringement.
Phillips Academy reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.