Copying or publishing material from the Archive and Special Collections

Copying material

Copying charges

Ordering copies

Requesting to publish material

Copyright

Copying material

Material from our collections may be copied if:

• UK legislation (e.g. copyright law and data protection regulations) permits it
• The depositor of the material has not placed restrictions on the copying of the material
• Copying the material will not damage it - for example, material that is too fragile, or too tightly bound or too large will not be copied

All material is copied at the discretion of the Archivist (for archive material) or Assistant Librarian (for special collections material).

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Copying charges

For details of the types of copies we can provide and our charges please see our copying and publishing charges and regulations form.

Copying and publishing charges and regulations form (pdf)

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Ordering Copies

You will need to complete a copy request form before we will undertake any copying for you. This form includes a copyright declaration.

Request to copy form (pdf)

Once you have completed the form, please sign it (we require your original signature) and send it to either the Archivist (for copies of archive material) or the Assistant Librarian (for copies of special collections material). Please see our Staff and contact details webpage. When we have received your form we will confirm that it is possible to copy the material requested and send you an invoice along with details of how to pay. Please do not send any payment to us until you have received your invoice. We will only send you the copies once we have recieved your payment.

Please note that the supply of a copy does not carry with it the right to publish it in any form, or pass it onto a third party. When you order any copy from our collections you sign an undertaking to gain permission from Girton College; the copyright holder(s); and where necessary the data subject(s) before publishing the copies or any part of them.

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Requesting to publish material

If you want to publish material from our collections you must complete our request to publish form and pay a publication fee.

Request to publish form (pdf)

Once you have completed the form, please sign it (we require your original signature) and send it to either the Archivist (to publish material from the archive collections) or the Assistant Librarian (to publish material from the special collections). Please see our Staff and contact details webpage. Once we have received your form, and the College is willing to give you permission to publish we will send you an invoice along with details of how to pay. Please do not send any payment to us until you have received your invoice. Once we have received your payment we will send you official permission to publish.

Please note that before we give our permission, we may ask you to show us written evidence that you have the copyright owner's permission to publish and/or the data subject's permission to publish.

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Copyright

If you want to order copies of our material you must be aware of copyright issues. When you request copies or to publish material from our collections you will have to sign a copyright declaration.

For details of copyright in the UK please see the British Academy's guidelines for researchers and publishers in the humanities and social sciences.

For an overview of the duration of copyright in literary, dramatic, musical and artistic works (excluding crown copyright) please see the British Library's copyright flowchart (pdf).

It is your responsibility to locate and obtain the copyright holder's written permission to publish material from our collections, although the Archivist or Assistant Librarian may be able to advise you. The Writers, Artists, and Their Copyright Holders File (Watch) website is a good starting point in locating copyright holders.

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