The Newberry offers a variety of photoduplication services. Some services may not be possible due to the size or condition of an item, or because of the scale or complexity of the request. In such cases, researchers are encouraged to visit the library in person or hire an independent researcher. Digital cameras are allowed in the reading rooms, subject to certain conditions; see Reading Room Policies. The Newberry is represented by three stock photography companies: Stock Montage, Superstock, and Bridgeman Art Library.

Photocopies

Photocopies of library materials are made by Newberry staff. There are no self-service copiers. The Newberry provides black and white copies on plain white paper. Photocopy requests are accepted only for materials that will not sustain damage in the photocopying process, as it is the Newberry’s mission to conserve its collections for perpetual use. No more than 30 pages will be photocopied per volume or manuscript collection. Please note that accepted requests over 30 pages will incur an additional charge of $5 for every 1-10 pages over the limit. The staff reserves the right to refuse requests and amend the pricing in cases that require us to exceed the 30 page limit.

Some materials cannot be photocopied due to format or fragility. These include:

• Any bound or unbound oversize materials that do not fit within the confines of the copier (maximum size: 11” x 17”)
• Maps larger than 11” x 17”
• Newspapers
• Telephone & city directories
• Foldouts
• Parchment
• Art originals, artifacts, or film of any kind

Pages are photocopied singly; page spreads are not available.

Photocopies of Printed Items

Photocopies of Manuscript Items

There are additional charges for the following:

• Domestic Rush Mailing (Fed Ex) - $20.00 minimum
• Foreign Rush Mailing (Fed Ex International) - $50.00 minimum

Staff will process photocopy requests in the order in which they are received, typically within 24 hours. In-person requests under 30 pages are usually ready the same day if orders are submitted by 3 pm. Larger orders will be mailed within two weeks. Requests by email or mail are typically sent within two weeks from the date of payment. The size and complexity of your order, plus the number of pending orders, affects delivery time. Please consult with the staff for a more accurate delivery time estimate.

Microfilm Print-outs and Digital Files

The Newberry has two microfilm printers for readers to use on a shared basis. Requests by email or mail usually take two weeks from the date of payment. The size and complexity of your order, plus the number of pending orders, affects delivery time. Please consult with the staff for a more accurate delivery time estimate.

One of the Newberry’s microfilm printers next to the second floor reference desk can convert microfilm frames to digital files. This self-service capability is currently free of charge and available during the library’s reading room Hours. In order to manage demand, reader use of the machine may be subject to time limits and wait lists. Bring a USB drive if you plan to make use of this service.

If you need digital images from a Newberry microfilm but cannot visit the library in person, you will be referred to an independent contractor. Please see our list of Referrals to independent researchers for more information.

Digital Images

The Newberry offers digital images in two formats: JPEG (low resolution, study quality) and TIFF (high resolution, publication quality). To ensure quality, items larger than 11” x 14” must be ordered at 600 dpi. Larger and/or highly detailed materials, especially maps, may require more than one exposure to accurately reproduce them. When ordering TIFF files, please indicate if for Mac or PC.

There are additional charges for the following:

• Mail (burning of up to 10 images to a CD/DVD) - $10.00
• Domestic Rush Mailing (Fed Ex or courier) - $20.00 minimum
• Foreign Rush Mailing (Fed Ex International) - $50.00 minimum
• Foldout Handling (per foldout) - $5.00
• Oversized Handling (greater than 28” x 36”, or 4” thick) (per volume) - $5.00

All orders for digital photography take 4-6 weeks. Rush orders are possible, but require higher fees. The Digital Imaging Services Manager must approve all rush orders in advance. To guarantee rush delivery times, Federal Express or another courier service must be used, and higher mailing charges will apply.

Digital reproductions (TIFF files) are available for many of the drawings and blueprints in the Pullman Company Archives. Some blueprints may be viewed in CARLI’s Pullman Digital Collection. Digital images (TIFF) cost $30.00 each.

The Newberry’s reference librarians can also help researchers determine whether digital versions of certain items are available via Google Books, the Internet Archive, or other databases. Staff can also assist researchers in using the Family History Library catalog for microfilmed versions of works. Contact a Librarian with questions, or stop by the 3rd floor reference desk.

Permissions

Permission to Publish Images

To apply for permission to publish or reproduce images from the Newberry’s collections, complete the Letter of Agreement for Use of Photographic Reproductions. The Letter of Agreement does not grant copyright permission but rather permission to use photographs produced by our staff. Issues related to the use of copyrighted material are the sole responsibility of the applicant. Conditions for the Use of Photographic Reproductions are listed on the back of the Letter of Agreement. The user agrees to abide by these conditions when signing the letter. Send completed forms to the Digital Imaging Services Department for approval. To allow time for processing, requests should be received at least one month prior to the date that permission is needed.

In addition to the information in the letter of agreement, please provide the following information: a) the size of the image on the page (1/4 pg., 1/2 pg., full pg., or cover); b) the estimated print run of the publication; c) the rights being requested; and d) whether the publication is for profit or not-for-profit. For licensing fees for television, video, or movies, please consult the Digital Imaging Services Department. Fees are determined on a case by case basis. Please consult with the Digital Imaging Services Department. In cases when the work is in the scope of the Newberry’s collections, a complimentary copy of the work may be requested and fees reduced.

For questions on photocopies, digital images, and permission to publish images, please email rightsandrepro@newberry.org. For all other questions, email reference@newberry.org.

Quoting from Unpublished Materials

The Newberry welcomes use of its collection for personal research, teaching and learning, in accordance with copyright law and fair use. Copyright law applies to all unpublished manuscripts and archives. A researcher must determine whether a work is protected by copyright law and whether the intended use is permitted under the doctrine of fair use. If a researcher determines that it is necessary to obtain permission to quote from unpublished materials, such permission must be secured from the owner of the copyright (author, heirs, or designated representative). The researcher is solely responsible for obtaining permission from the copyright owner.

To facilitate use of its collections, the Newberry, as owner of the physical property, does not require researchers to obtain permission from the library to quote from unpublished materials. It does require that the library be cited as the source of the material. Please cite the “Newberry Library, Chicago,” together with collection-specific citation information available in Newberry finding aids.

The Newberry requests notification of plans to publish articles, editorial projects, and biographical or critical works that quote a substantial portion of a manuscript and/or collection; the library also requests copies of such works for its collections. Please address inquiries to: rightsandrepro@newberry.org.