Special Collections Copy & Permissions Fees

Reproduction Fees

Note: There is a $10.00 service charge for any services over the complimentary limit (25 scans per patron per year).

If you have special circumstances, such as audio-visual reproductions, scans of oversized items, photography, rush order, permission to publish (see below), or placing your order on a storage device, please consult a staff member about possible additional steps and fees.  There may be additional fees for taxes, shipping, and handling.

Photocopies and/or Scans
Item Quantity (combined total per year) Cost
Scans (color PDF, JPG, or TIFF file) First 25 Free
Scans (color PDF, JPG, or TIFF file) Each after the first 25 $1.00
Scans of oversized items or artifacts Each


Honors Theses Each


Final cost subject to change. SCRC staff will be in contact with you to determine the total cost of your request.

Sales Tax

All orders that are picked up at Swem Library or delivered to a Virginia address will be subject to Virginia sales tax, which will be added to the invoice before the addition of shipping and handling fees (unless proof of tax-exempt status is provided).

Delivery Times/Rush Orders

The estimated date of delivery is dependent on the scope of the project and will be discussed at the time of the reproduction request. If there is a rush on an order, the following charges will be added:

  • within 3 business days, add $200 
  • within 5 business days, add $100
  • within 10 business days, add $50

Permission To Use Material

Acquiring copies of materials in any format from Special Collections does not confer the right to recopy, reproduce, publish, or exhibit them without the express written consent of Swem’s Special Collections or the holder of the copyright to those materials, if another entity. All reproductions of Special Collections material must include the credit or attribution line provided by Special Collections. 

Material from Swem’s Special Collections is made available for research and educational uses. Any other uses may require permission of the copyright holder. Material from Swem’s Special Collections to be used for anything other than research and educational uses must be discussed with the Director of Special Collections and may be subject to a use fee. The first step in the discussion is the completion and submission of the Permission to Publish form to the Director of Special Collections.

How To Request Permission

  1. Complete the Permission to Publish form, and print and sign it.
  2. Mail or email (spcoll@wm.edu) the completed form to Special Collections.
  3. You will be provided a one-time authorization letter. 

Permission Fees

Non-Profit/Scholarly Use No Charge
Commercial Use  
       First image $50/image
       Additional images (same order) $25/image
       Re-use $25/image
       Facsimile production Fee negotiable $100 minimum/image
       Use in electronic format Fee negotiable $50 minimum/image