Reproduction as an Option for New Acquisitions

Based on Preservation Bulletin 7.5

These guidelines establish criteria for the reproduction (reformatting) of printed items for formal acquisition by the Smathers Libraries, University of Florida (UF), while still maintaining compliance with U.S. and international copyright legislation. These guidelines apply to microfilming and photocopying within the Preservation Department only. Scanning and digitization of paper based documents as a form of acquisition for an access copy should be discussed directly with the Chair of the Digital Library Center. At this time, a fee may be involved for scanning or digitization.

Reproduction (reformatting) is a means by which Collection Managers may acquire out of print or otherwise unavailable items for inclusion in the collection. This policy does not apply to items copied, unaltered, for preservation replacement. (The document containing policies and procedures for paper based documents previously acquired by UF which need reformatting for preservation replacement purposes will be drafted soon.) This policy applies to all items, published and unpublished, in any format, from all countries regardless of copyright status. The Libraries ability to copy any item is dependent upon its copyright status.

Items may be reproduced in microfilm or photocopy when the following criteria have been met:

• Acceptable print or microform copy is commercially unavailable

AND

• Copyright holder provides UF with written permission to copy; OR
• Item includes a waiver of copyright or the phrase, "in the public domain"; OR
• Item is a United States government publication; OR
• Item was published before 1978 without notice of copyright; OR
• Copyright has already expired. (Please see table for details.)

If these two general criteria are met, the Collection Manager wishing to acquire the new title should contact the Head of the Reprographics Unit.