Rules for Readers
- Because Special Collections & Archives materials are rare, fragile,
unique, or of special collecting interest, they may be consulted only
in the department Reading Room under departmental supervision, from
9 a.m. – 5 p.m., Monday – Friday. The staff is available
for consultation on research topics.
- All readers who can furnish a photographic form of identification
(e.g., student ID, driver's license) and who agree to abide by these
rules may use the collections; grade school students must be accompanied
by a supervising adult.
- No personal belongings, including backpacks, purses, book bags,
coats, and notebooks, are permitted in the Reading Room. Readers may
bring laptop computers into the Reading Room, but computer travel
bags/cases are not permitted. Please place these belongings in the
storage area provided for them.
- The use of ink is not permitted. Nor may the reader make any marks
on any departmental materials. In taking notes, please do not rest
notepaper directly on books or manuscripts; tracing is not permitted.
The department supplies notepaper and pencils as needed.
- All materials must be handled with care. Maintain loose papers in
the order in which they are received. Please bring apparent filing
irregularities to our attention, but do not attempt to rearrange manuscript
collections or archival records personally. Some of our books have
uncut pages; please bring these to our attention as you encounter
them so that we may open them for you.
- Limited photocopying is possible depending on the fragility of particular
items and compliance with copyright law. All requests for copies are
subject to departmental review. Copies are prepared by department
staff following the posted schedule for copying charges. Photocopies
are made for private study, scholarship or research only; under no
circumstance may copies of materials from our collections be deposited
in another repository or institution without our express written permission.
- Any reader wishing to publish from Special Collections & Archives
materials agrees to obtain permission prior to publication from the
Director, George J. Mitchell
Department of Special Collections & Archives, from all holders of
copyright, and from other interested parties as applicable. The reader
agrees to accept full responsibility for complying with laws enacted
to protect copyright and privacy rights. The department is obliged
to deny access to materials that are protected under the Family Educational
Rights and Privacy Act and other relevant privacy laws.
- Research requests received through the mail, e-mail, or over the
telephone will be handled as time, the availability of staff and the
fragility of the material allows. We regret that we cannot perform
detailed research; a list of researchers-for-hire is available on
request.
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Copyright Information
- 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 reproduction is
not to be "used for any purpose other than private study, scholarship,
or research." If the 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.
- This institution reserves the right to refuse to accept a copying
order if, in its judgment, fulfillment of the order would involve
violation of copyright law.
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Duplication Policy
- All duplicating of Special Collections & Archives materials is
done by Library staff. Materials may be copied (photomechanically,
magnetically or digitally) when, in the judgment of the staff, such
copying will not damage the original item(s), will not duplicate an
inordinate portion of a manuscript collection, archival record group
or bound volume, and is not prohibited by US copyright law. While
the Library makes every attempt to accommodate copying requests, making
copies is inherently stressful to the original(s). Consequently, limits
have been established to balance researchers' needs and our obligation
to preserve these special resource materials. To reduce stress on
bindings, all photocopying of bound volumes is limited to no more
than twenty (20) pages per volume. Some items, such as brittle, tightly
bound or heavy books, are impossible to photocopy. Sometimes, alternative
photoduplication (e.g., microfilming, photography) are suitable when
electrostatic copying is infeasible. We regret that we can provide
no more than 500 electrostatic copies within a 12 month period for
any individual. Readers wanting to copy a substantial portion of a
manuscript collection, a group of College records, or a published
work may be asked to pay instead for the production of a microfilm
copy of the entire portion.
- Special conditions apply when requesting duplication of unpublished
materials. Virtually all unpublished manuscripts, recordings,
and photographs created since the early twentieth century are protected
under copyright law. Select photocopies of manuscripts may be made
if they are solely for the research use of the applicant; further
photoduplication of such copies is not permitted, nor may those copies
be deposited in another institution. Nor does Bowdoin College Library,
in making research copies available, thereby grant permission to reproduce
those copies or to quote extensively from them for publication. In
making use of these copies, the applicant assumes full responsibility
for any infringement of copyright or publication rights belonging
to the author, the author's heirs or assigns. The applicant also accepts
responsibility for communicating with the holder(s) of copyright concerning
permissions to quote or otherwise publish material protected by copyright
from our collections. Special copyright provisions apply to sound
recordings, pictorial, musical, graphic, motion picture, or other
audio-visual works that severely restrict duplicating without the
express permission of the holder of copyright.
- Publishing material from our holdings requires
permission not only from the holders of copyright but also from Bowdoin
College Library. For permission to publish, please write to the
Director, George J. Mitchell Department of Special Collections & Archives,
Bowdoin College Library, 3000 College Stations, Brunswick, Maine 04011-8421.
A publication fee may apply.
- The department fills orders as quickly as possible. Requests
from resident researchers take precedence; research requests received
through the mail, by phone or electronically will be handled as time,
the availability of staff, and the fragility of the material allows.
In all instances, a signed Request for Duplication is prerequisite
to filling any duplication order.
- The applicant agrees to pay the costs incurred in making all
requested copies following established fee schedules,
including expenses in preparing negatives and file copies retained
by the department. Orders that require photographic, magnetic or digital
copying, and mail orders require prepayment (in U.S. funds drawn on
an American bank). We regret that we cannot provide billing for non-Bowdoin
College accounts.
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Duplication Fee Schedule
- Please consult the Special Collections & Archives Duplication
Policy for rules governing the request and production of duplicates
from our collections. Copies are generally made for the private research
use of the applicant, and copying orders that violate
"fair use" or related provisions of copyright law cannot be filled.
- Additional fees may apply for publication and other uses of these
reproductions beyond personal research; please contact the Director
of Special Collections for further information.
- All mail orders require prepayment and are subject to a $5.00 handling/mailing
fee.
Photocopies:
In-house requests:
$ .10 per exposure (an additional $ .15 per exposure surcharge applies
to all copies beyond 100 per order).
Mail orders:
$ .25 per exposure ($2.50 minimum; 100 exposure maximum per order) (an
additional handling/mailing fee of $5.00 also applies).
Digital images (for images requiring scanning):
$5 per image for Bowdoin College affiliates.
$15 per image for non-Bowdoin researchers.
Digital images (for previously scanned images on file):
No charge for Bowdoin College affiliates.
$5 per image for non-Bowdoin researchers.
Audiocassettes and compact discs:
$5.00 per cassette or disc for Bowdoin College affiliates.
$10.00 per cassette or disc for non-Bowdoin researchers.
Videocassettes (VHS) and DVDs:
$5.00 per cassette or disc for Bowdoin College affiliates.
$10.00 per cassette or disc for non-Bowdoin researchers.
Phonograph albums:
$25 per album (reformatted on audiocassette or disc).
For digital conversion of other analog sound recordings, please inquire.
Photographs:
All photographic orders that require camera work are subject to a $50
service fee.
B&W prints (RC paper; for Fiber paper, add $3.00):
5 x 7: $8.00 per print (with existing negative).
8 x 10: $14.00 per print (with existing negative).
11 x 14: $22.00 per print (with existing negative).
B&W negative (retained by the Library): $12.00 each.
Color transparencies:
120 or 35mm slide: $38.00 for 1st slide; $14.00 for each additional
slide.
4 x 5 transparency: $57.00 for 1st transparency; $14.00 for each additional
transparency.
Color prints: please inquire.
Duplication Request Form
- To request duplicated materials, please print and complete the Duplication
Request Form, and send to: George J. Mitchell Department of
Special Collections & Archives, Bowdoin College Library, 3000 College
Station, Brunswick, Maine 04011-8421.
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Publication Permissions & Fees
- Publishing material from our holdings requires permission not only
from the holders of copyright but also from Bowdoin College Library.
For permission to publish, please write to the Director, George J.
Mitchell Department of Special Collections & Archives, Bowdoin College
Library, 3000 College Station, Brunswick, Maine 04011-8421, indicating
the materials you wish to reproduce together with the title, publisher,
as well as the anticipated date of publication and print run (or comparable
non-print distribution plans) of the proposed work.
- Requests for permission to publish are considered on a case-by-case
basis. Brief quotations are typically permitted freely. Extensive
publication, the use of images or facsimiles, and reprint projects
are subject to the fee schedule posted below or are negotiable. Unless
stipulated otherwise, publication permission is for one-time nonexclusive
use, is contingent upon receipt of applicable fees, and requires appropriate
citation for the material published.
- When copyright is held outside Bowdoin College, our permission to
publish does not extend to copyright. Special Collections & Archives
will provide information about copyright holders whenever possible;
however, the applicant accepts all responsibility for obtaining the
required permission from copyright holders in order to publish materials
protected by copyright law.
- Publication fees do not include the cost of image duplication; please
see our Duplication Fee Schedule for costs associated with preparing
copies from our holdings.
- For-profit publications, and works distributed in more than 3,000
copies:
Publication of one image: $ 100.00
- Not-for-profit publications printed in fewer than 3,000 copies:
Publication of one image: $ 50.00
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