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SHSU Special Collections Policies and Procedures

Photocopy and Scan Policy

SHSU Special Collections Department

Photocopy and Scan Policy

General Policy Points:

  1. While we are happy to make copies and scans, please be conscientious about the selections you make for your photocopy request.
  2. Please fill out the online photocopy / scan request form, indicating whether the photocopies are for publication, personal study or for another purpose   
  3. Be sure to capture the bibliographic / citation information for each book or manuscript you are requesting.
  4. SHSU Special Collections staff reserves the right to deny requests if the item in question has preservation issues.
  5. Material may be quoted or reproduced for private or educational use without prior permission as long as a proper citation is given. See the citation guides on the Library’s website for tips on forming a proper citation:

Any commercial use of material found on this site or found in SHSU Special Collections is prohibited without prior permission from Newton Gresham Library, Sam Houston State University.

  1. For government information about copyright law please visit: 
  2. Newton Gresham Library’s policy is available here:
  3. SHSU Special Collections reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.
  4. A scan or photocopy, even if for a publication, does not indicate a transfer of copyright.

In-house photocopy request:

  1. For in-house photocopy requests, the first 20 copies per patron are free. Beyond 20, the copies completed in-house are $.10 cents per copy.
  2. SHSU Special Collections reserves the right to deny a photocopy request based on preservation concerns or limited staff time.

Procedures for mailed photocopy request:

  1. SHSU Special Collections charges $.10 cents per copy for shipped copy requests as well as a calculated shipping and handling fee. Tax will be applied to the copies total but not for shipping and handling.

Procedures for county record photocopies:

  1. Copies of Walker and other county materials are subject to the regular fee of $1.00 per page (as per the policies of the Walker County Courthouse) plus tax. This fee is payable to the copy center downstairs. The copy center can provide a receipt for patrons.
  2. County records patrons are encouraged to photograph (with either cameras or camera phones) the county records they are researching.

Procedures for scanning requests:

  1. For scanning requests, if the item is for personal use, the request (when 10 or fewer scans) will be processed free of charge. 
  2. When scanning for publication, any charge will be determined by SHSU Special Collections Department Head and Library Administration.  

*SHSU community includes SHSU students, faculty and staff.

  1. Those requesting a scan will be asked to fill out the online photocopy/ scan request form



Photocopy / Scan Request Form


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