Scanning Services

Scanning Services

Simpson Library’s Special Collections and University Archives department provides a variety of digitization services for UMW faculty and students who would like digital images and text materials for classroom or research use. All items are digitized in the Library’s Digital Archiving Lab, located in the Hurley Convergence Center (HCC).

  • Digitization of Special Collections and University Archives Materials

    Simpson Library staff members will digitize rare books, manuscripts, images, and other materials housed in Special Collections and University Archives to support UMW’s research and instructional needs at no cost. Special Collections and University Archives materials will also be digitized for researchers not affiliated with UMW for a fee. Copyright status and the condition of the material are taken into account when a request is placed, and in some cases the fragility of the original will render digitization impossible.

    For researchers not affiliated with UMW, our digitization fee is $1.00 per page/scan. Digitization requests that exceed 50 pages will be considered upon approval. Image cropping, re-sizing, and manipulation may be done for an additional fee. Alumni may receive a discount on digitization services. Please contact us for more information and a price quote.

  • Digitization of Other Research Materials

    Faculty who need non-library materials scanned for research or instruction can bring their original items to the Digital Archiving Lab in the HCC building, where they will be placed in secure and stable storage lockers. In the Lab, library staff can digitize both slides and images/text from books or journals. It is the responsibility of the researcher to determine whether materials may be digitized under copyright law. Simpson Library is not responsible for any damages that may occur to materials during digitization. Turnaround time for this service varies depending on the amount of material to be scanned. For more information, contact Special Collections and University Archives.
  • Digitization Specifications

    The Digital Archiving Lab is equipped with a Book2Net V-Scan Cobra book scanner, 2 Epson Expression 11000XL flatbed scanners, Canon and Nikon digital cameras, Apple iMac and Microsoft Windows work stations with Adobe Creative Suite software, and color and black-and-white printers. We are able to accommodate many types of original archival materials, with the exception of large-format print and audiovisual materials.

    Specifications

    Item Type Pixels Per Inch Hardware
    Photographs 400-1200 Epson Expression 11000XL
    Negatives or Slides 1200-2400 Epson Expression 11000XL
    Fragile Loose-leaf Items 400 Epson Expression 11000XL
    Fragile Bound Items 400 V-Scan Cobra Scanner
    Bound Publications 400 V-Scan Cobra Scanner
    Objects or Artifacts 300 Nikon or Canon Digital Camera

    These specifications adhere to commonly accepted best practices for imaging, including those developed by the Federal Agencies Digitization Guidelines Initiative.

    File Formats

    • Uncompressed TIFFs for original scans
    • High-resolution JPEGs and PDFs (with optical character recognition when appropriate) for access files

    Image Manipulation

    Following digitization best practices, we do minimal manual image manipulation:
    • No touch-ups, intensive color correction, dust or scratch cleanup
    • Images may be deskewed or rotated
    • Images are cropped to leave a small, uniform border of space around each item

  • How to Request Items for Digitization

    Digitization requests can be made online through our digitization request form, or on-site in the Digital Archiving Lab or the Special Collections and University Archives reading room. Please specify if you are affiliated with the University of Mary Washington and how you intend to use the requested digital materials. All researchers are responsible for abiding by United States copyright law (Title 17, U.S. Code), which stipulates that a copy is not to be used “for any purpose other than private study, scholarship, or research.” Although staff members will assist researchers in gathering the information necessary to clarify applicable copyright provisions, it is the responsibility of the individual to determine whether they may use or reproduce digital copies of material. For more information and citation guidelines, please read our full copyright policy.

    In general, items are scanned at 400 pixels-per-inch as high-resolution TIFF or JPEG files. Files of manuscript materials may also be converted into text-searchable PDF format. When making a request, please specify the desired file format and method of delivery. Digital files may be uploaded to a Dropbox account, put on a flash drive or external hard drive, or delivered through a private email link. A $7.00 shipping and handling fee will be added to each digitization request if files are delivered on a CD or DVD rather than electronically. We accept cash (for on-site requests) and personal checks. Checks should be made payable to University of Mary Washington.

    We will make every effort to complete all digitization requests in a timely fashion. However, due to limited staff time and resources, we cannot guarantee same-day reproduction service. We do not offer rush digitization services at this time. Please contact us to get an estimate of when your request will be complete, depending on the amount of material to be scanned. Digitization services for UMW faculty, staff, and students will take priority over external projects.

  • Digitization Request Form

    Digitization Request Form

    Please use this form to request digital reproductions of items from Simpson Library's Special Collections and University Archives. All digitization services take place in the Digital Archiving Lab in the Hurley Convergence Center. If you have any questions or need assistance to complete this form, please contact us at archives@umw.edu or 540-654-1752.
    • Contact Information

    • Request Information

    • Please identify and describe the item(s) you would like digitized. Your description could include the title of an image or book; the author or creator of an item; the call number of an item in the Library's online catalog; or a web link to an item. Note that some items cannot be digitized due to fragile physical condition. Digitization requests that exceed 50 pages must be arranged in-person.
    • We will make every effort to complete all digitization requests in a timely fashion. However, due to limited staff time and resources, we cannot guarantee rush service. Digitization services for UMW faculty, staff, and students will take priority over external projects.
  • Photocopying Special Collections Materials

    Photocopies made by Library staff members cost 25 cents per page. Patrons are not allowed to photocopy materials themselves, as these materials require special handling. Staff members may refuse to copy materials based on their usage restrictions or physical condition, as some items may be too fragile or rare to be copied. In all cases, the decision to copy an item is at the discretion of the Special Collections Librarian. A $7.00 shipping and handling fee will be added to each photocopy request that is not picked up on-site.

    Acquiring copies of materials from Special Collections does not confer the right to publish, reproduce, or exhibit them. Written permission needs to be obtained from the Special Collections Librarian or the copyright holder of the materials. All published materials must be properly cited.