VRC digital images are accessible on DASE, the Digital Archive SErvice of the University of Texas, https://dase.laits.utexas.edu/collections, with a valid UT EID.
Digital images for the VRC are acquired from several sources:
- VRC produced scans from slides, from flat sources like books, transparencies, photos or by digital photography.
- From donations of digital images or slides to the VRC (from museums, faculty etc.)
The purpose of these services is to provide digital images on DASE for research and classroom teaching by faculty and graduate students in the College of Fine Arts and elsewhere across campus.
- Digital images will be made after verification by the requestor that no similar image exists on DASe or ARTstor.
- Digital images will be produced in accordance with the fair use guidelines of the U.S. Copyright Law and the guidelines provided by the UT System Legal Office, http://www.utsystem.edu/bor/procedures/policy/policies/uts107.html
- If a request to produce digital images is considered to be in violation of the U.S. Copyright Law, the request will be denied.
- It is understood that digital images made by the VRC are for educational purposes only.
- The UT System Legal Office has advised that no more than 25-30% of images (total) per publication should be scanned. (This is a cumulative total among all requestors per each publication.)
VRC digital services cannot be used for the creation of personal digital images for an individual. For individual purposes, scanning equipment, as well as assistance, is available in the Fine Arts Library (DFA 3.200, 512-495-4481.)
Who May Request Digital Images?
- Any faculty member of the College of Fine Arts may request digital images to be made for classes taught in this department.
- Visiting faculty and Assistant Instructors in the College of Fine Arts may request digital images for their classes.
- Art & Art History Department graduate students and undergraduate students may request digital images for their class presentations. In this case, the student should meet with the Media Coordinator to see if the requested images can be produced in time for the scheduled presentation, and if the proposed images will be within the guidelines for VRC Development.
- Art & Art History Department graduate students and undergraduate students may also request digital images from the VRC for their dissertations, theses, and conference presentations.
- Faculty members from other departments at UT may also request images for their classes taught at UT. Requests should be made to the Media Coordinator to make sure the requested images can be produced on time for the scheduled presentation, and if the proposed images will be within the guidelines for VRC Development
Procedures for Digital Image Production Requests
Before requesting digital images, the faculty member or graduate student must determine if the image is already available in digital format on DASE or on ARTstor.
If an image is not on DASE or ARTstor, follow the appropriate procedure(s) outlined below.
1. Flat Scans from Books, Photographs, etc. (preferred process)
- Complete a Scanning Request form (ScR): you may use a hard copy available in the VRC office (DFA 5.104), the art history mail room, or the circulation desk in the Fine Arts Library; or you may print your own copy from the VRC’s Web site.
- Submit book/photographs with a hard copy order form to the VRC office in DFA 5.104 or to the circulation desk in the Fine Arts Library.
- For "library use only" books: submit the ScR form only with call number of book—the VRC will retrieve the book from the library.
- If the scanning is to be done from an interlibrary loan book, it is the responsibility of the faculty member or student to obtain and return the ILL book.
2. Scans of VRC Slides at the CDL – Procedures for Faculty
- Pull slides using a D card.
- It is important that the highest possible quality slides available in the collection are pulled. The quality of a digital image depends, among other factors, on the quality of the slide which will be scanned.
- Slides with a black line on the back accession number label indicate that these slides were commercially acquired and cannot be scanned. Please avoid pulling those slides. Try to find the same images as slides without black line.
- To request that these slides be digitized, complete a Slide ScR form, available from the VRC office (DFA 5.104), the art history mail room, or the circulation desk in the Fine Arts Library, and bring the request and slides to the VRC office in DFA 5.104 or to the circulation desk in the Fine Arts Library.
- Graduated students please set up an appointment with the media coordinator to arrange for a time to pull slides
3. Scans of Personal Slides
- Complete a Slide ScR form, available in the VRC office at 5.104 DFA, the art history mail room, or at the circulation desk in the Fine Arts Library and bring the request form and personal slides to the VRC office at DFA 5.104 or give to the circulation desk in the Fine Arts Library.
- Only personal slides with accompanying metadata can be accepted to be scanned and uploaded into DASE by the VRC.Contact the media coordinator if you have questions about this.
Acquisition of Personal Digital Images
- We very much appreciate you thinking of donating your images to us. Because of the time, labor and cost involved in the production of digital images which become part of a central digital archive, it is necessary at the moment to set minimum standards for personal digital images the VRC can accept as gift.
- If you wish to make personal images from your digital camera available on DASE through the VRC, we prefer that you submit large RAW files of TIFFS, 24bit RGB, at an output size of 3872 x 2592 (i.e. a 10.2 megapixel camera will produce these), although files of 3000 x 2000 pixels are acceptable as well (6.1 megapixel camera). We will consider large, high quality JPEGS at these dimensions as well.
- In the case of very unique images, we may consider smaller, high quality JPEGS of at least 1024 x 768 pixels (any digital camera).
- Please deliver the images on CD/DVD or send them via e-mail to the VRC, with identification.
- It is the responsibility of the faculty to supply the data about the images which needs to be entered into the VRC database. Please contact the VRC about how to submit this metadata.
- Please indicate clearly the date the images are needed. (Do not use "ASAP".)
- All scanning requests are handled on a first-come, first-served basis. Scanning requests for a large number of images have to be discussed with the media coordinator
- Permit 1 to 2 weeks (5-14 full working days) "turn-around" time for scanning requests to be made accessible on DASE. Check with media coordinator about the time. The time will vary depending on the quality of the image & data source and the number of images which need to be processed. Images are uploaded onto DASE once a week on Fridays.
- For rush deadlines, please allow at least 3 working days for making the digital images accessible on DASE.
- For “emergency rush requests”, see the media coordinator.
If you have any concerns or questions please contact Sydney Kilgore, Media Coordinator, Visual Resources Collection, Fine Arts Library, DFA 5.104. email@example.com 512-471-4337