The University of Texas

How to Obtain Copies

Obtaining copies is a multiple step process.  In each step, care is taken to insure the preservation, security and the rights related to the work.  No mechanical or chemical process is used to produce copies.  All items must be physically assessed and conservation treatment may be necessary before copies can be made.  Copy work related to archival material requires time and can be quite costly, because of this, the staff of the Archive will assist in helping you through this process.   Nancy Sparrow, Archivist for Public Services will provide personal attention to requests in the order they are received.  She can be reached at (512) 495-4621. 

Orders can only be placed:

  • once copyright has been cleared
  • once items have been identified as physically stable for the copy work process
  • estimates have been produced
  • and payment is received

Once your order has been secured, the material will be sent out for reformatting/retrieval.  Please allow a minimum of 8 weeks to complete this process.   

Copy work policy & copyright

Estimates & ordering copies

Once the issue of copyright has been cleared, an order form will be drafted and an estimate of costs will be compiled. No order will be placed until an estimate of costs is reported to the customer. Likewise, no order will be placed without the customer signature certifying that s/he has read, understands and agrees to abide by the rules, regulations and obligations set forth in the Copy Work Policy.

To expedite the process, please be prepared to answer the following questions:

  • Have you exhausted any other option of obtaining a copy of the image you are requesting? (i.e., personal photography, tracings, National Parks Service HABS/HAER/HALS Division, etc.)
  • Have you viewed the material and made your selection of images? (if you are unable to do this yourself, we can provide you with contacts who will assist you in hiring a proxy).
  • Do you plan on publishing the images requested? If so, you will need to fill out a Notification of Intent to Quote From or Publish (pdf) form.
  • Will you want to preserve scale in your copy?

Copy Work Options 

The Alexander Architectural Archive provides copy work in digital format only (no hard copy). 

Explanation of Costs

Costs are broken down into the following categories:

Production costs:

  • Costs to migrate to digital format & storage

Preservation Use Fee:

  • In an effort to help defray the costs associated with the conservation and preservation of archival materials, a Preservation Use Fee is charged for each image ordered.
  • This is not a publication use fee.
  • Funds generated from this fee are dedicated to further collections enhancements.

Billing Fee, etc.:

  • The University of Texas Libraries charges a Billing Fee for each order received.
  • Other costs include taxes and shipping. In-state orders may be subject to state and local sales tax.
  • Items requiring treatment by a professional conservator will not be available for copy work unless the customer wishes to incur this additional cost. NOTE: Orders requiring professional conservation treatment will also take additional time to fill.

Method of payment:

  • Visa or Mastercard
  • Checks are to be made out to The University of Texas Libraries.

A deposit is required on orders amounting to $100.00 or more.

All prices are subject to change without notice.

Copy Work Order Process:

  1. Customer reads and signs Copy Work Policy.
  2. Customer clears all copyright issues.
  3. Customer places a request for an estimate.
  4. Archive staff obtains estimate of costs and notifies customer.
  5. Customer signs finalized copy work paper work and order is placed.
  6. Order is placed and enters production queue.  Once in queue, orders required a minimum of 8 weeks for production.
  7. Once copy work is produced, Archive staff will contact customer and arrange for shipping.





Perry-Castañeda Library
101 East 21st St.
Austin, TX. 78713

Phone: (512) 495-4250

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