Photography and making copies
Making copies in the Special Collections Reading Room
Making copies (whether scans, photocopies or photographs) is subject to compliance with any appropriate legislation e.g. copyright or GDPR restrictions, to the type of material and to the condition of the material.
- All photocopying is at the discretion of the staff member on duty. Permission must be sought before undertaking any copying.
- No copying or photography is allowed unless the appropriate form has been completed, and any applicable charges paid.
- Readers are reminded that the onus for satisfying the legal requirements of copyright legislation rests with them. It is the reader's responsibility to obtain permission from the copyright holder before publishing extracts from any documents.
- Some information including some photographic images may fall within the Re-use of Public Sector Information Regulations and readers are advised to view our Statement of Public Task where this may be the case.
- Photocopying costs:
- Black and White photocopies cost 5p per A4 sheet single side and 10p for double-sided; 10p per A3 sheet single-sided, and 20p double-sided. Colour photocopies A4 cost 25p single-sided and 50p double-sided, A3 colour cost 50p single-sided and £1 double-sided. London Met students may use their printed credit for photocopying. External users must set up an account and add credit online (to a minimum amount of £2). Please ask a member of staff for more information about guest copying.
Cameras without flash and mobile ‘phones with photographic capability may not be used in the Reading Room without staff permission.
A Self service photography form before scanning, photocopying or digital photography of any Special Collections material.
Scans/copies/photographs may be taken for fair dealing purposes (i.e. research or private study) provided that the condition of the material will not be adversely affected and provided that the relevant form has been completed.
Publication of any such copies or photographs is not allowed. It may however be possible to publish material subject to copyright and to prepayment of an agreed fee.
Please refer to our Image Licensing and Commercial Reproduction information for more information.
Commercial reproduction of material including images
Please refer to our information in the Commercial reproduction of material including images section of our web pages.
Copyright and copying of publications
- Readers and enquirers are reminded that the onus for satisfying the legal requirements of copyright legislation rests with them. It is the reader's responsibility to obtain permission from the copyright holder before publishing extracts from any documents.
- Fees are payable for the reproduction of any copyrighted material for commercial purposes (for more information on what constitutes 'commercial purposes', please ask a member of Special Collections staff).
- Where the copyright of the material rests with the University the fees are payable to the University
- Readers are requested to deposit a copy of any resulting (published) article, pamphlet or book with the University's Special Collections.
- Cost of photocopying: User guidelines on photocopying are posted above the photocopier. Black and White photocopies cost 5p per A4 sheer single side and 10p for double-sided; 10p per A3 sheet single-sided, and 20p double-sided. Colour photocopies A4 cost 25p single-sided and 50p double-sided, A3 colour cost 50p single-sided and £1 double-sided. London Met students may use their printed credit for photocopying. External users must set up an account and add credit online (to a minimum amount of £2). Please ask a member of staff for more information about guest copying.
Copying for Commercial Purposes
(note this is not the same as licensing copies for commercial publication/re-use)
- To enable such users to make copies of an article in a journal or chapter of a book for commercial purposes, the CLA has a Library Licence Scheme but digital copies eg scans or photographs are not permitted.
- For each commercial copy Readers are asked to complete a CLA Library Licence form and pay a fee of £27.00 (inc. VAT) online via E-shop, which will then be forwarded to the CLA.
- This form contains details about what is being copied and assists the CLA with the distribution of the money received to authors, visual artists or publishers. Please retain the CLA Library Licence form (which is also your VAT receipt)
- If you are unsure whether your copying is commercial or not please refer to staff at email@example.com.
- Some material may be excluded from the licence by the rightsholder
Commercial reproduction of materials including images
Please refer to our information in the Commerical reproduction of materials including images section
This service is available free of charge to staff and students of the University. For external users doing private research or study there are charges to pay (see the section below within 'How does Scan-on-demand work?' entitled 'External Users/remote enquiries (including copying)')
Staff and Students of the University: this is a free service available to current students and staff at the university. Although not all of our collections will be available for this service, Special Collections staff are happy to discuss your requests. Whilst staff are not able to undertake lengthy research on your behalf, they can advise and provide guidance on the range and availability of material and would be happy to discuss your requirements in more detail.
- Scans will only be provided for non-commercial research and private study.
- This service is subject to copyright law and there are, therefore, limits to the proportion of a copyrighted material that can be supplied (i.e. no more than one chapter of a published book or one article per issue of a journal).
- The physical condition and/or size of an item may prohibit any scanning.
- In order to mitigate the risk of infection for our staff, special preventative measures – such as the quarantining of material – have been implemented and this could result in the processing of some requests being delayed. The availability of the service will also be dependent on staff being able to access the collections on campus.
How does the Scan-on-demand service work?
- Contact Special Collections with your request.
- Once the scope and feasibility of the request have been established, a more detailed assessment of the material will be carried out on site. Note: A limit to the number of scans that can be accommodated per request may be imposed, at the discretion of Special Collections staff.
- This Scan Request Form then needs to completed and submitted. Please note that, by completing and returning this form, you will be agreeing to the terms of the law of copyright (as stated at the top of the form itself).
External Users/remote enquiries (including copying)
The service is for users who are not staff or students of the university whose work on the collections is academic, scholarly or for personal interest and who require copies for non-commercial research and private study. Although not all of our collections will be available for this service, Special Collections staff are happy to discuss your requests. Whilst staff are not able to undertake lengthy research on your behalf, they can advise and provide guidance on the range and availability of material and would be happy to discuss your requirements in more detail.
How does this service work?
- Contact Special Collections with your request.
- Once the scope and feasibility of the request have been established, a more detailed assessment of the material will be carried out on site.
- You will then be informed of the total cost (where applicable), based on the following tariff (inclusive of VAT):
- The minimum charge is £5.00
- First 10 scans (or part thereof) - £5.00
- Subsequent scans in batches of 5 (or part thereof) - £1.50 per batch
So, for example, 23 scans would cost a total of £9.50.
*Note: A limit to the number of scans that can be accommodated per request may be imposed, at the discretion of Special Collections staff.
- Payment should be made via the University’s E-Shop.
- This Scan Request Form then needs to completed and submitted.
Please note that, by completing and returning this form, you will be agreeing to the terms of the law of copyright (as stated at the top of the form itself).
Frequently Asked Questions (FAQs):
How much does the scan service cost?
The minimum charge is £5.00.
The first 10 scans (or part thereof) is £5.00.
Subsequent scans in batches of 5 (or part thereof) is £1.50 per batch.
So, for example, 23 scans would cost a total of £9.50
When will I get my scans?
This will depend on staff access to the buildings. We shall endeavour to deliver scanned material within a week. However, we will contact you if, for any reason, processing the request takes longer.
From where, and in what format, will my scans be sent?
These will be sent to you from the generic Special Collections email address firstname.lastname@example.org in a low resolution, compressed PDF format.
I have not received the scan. Where is it?
We can tell you when we sent you the scan. Please check your Spam folder. For material held under Copyright law, we are only allowed to send you the scan once.
Can I share my scanned document with other people?
Your scanned document is for individual research use only, and may not be shared, distributed, or posted elsewhere online. The ordering process includes the copyright restrictions, which need agreement before the request can proceed.
Can I license or reproduce a scanned image for commercial purposes?
Please see our Image Licensing and Commercial Reproduction web page.
Statement of Public Task
Along with other higher education libraries, London Metropolitan University's Library Services and Special Collections Department is subject to the Re-use of Public Sector Information (PSI) Regulations 2015.
For more information about PSI please refer to the Statutory Instrument on PSI (accessed September 2021).
Library Services and Special Collections exists in order to:
- support the teaching, learning and research activities of the University through the provision of information resources, both in print and in electronic formats
- provide support and training in how to access and use information resources
- develop the collections and library space according to user needs
The public task of London Metropolitan University Library, under the Re-use of Public Sector Information Regulations, consists of the principal activity outlined below:
- to provide permission to use digital copies of manuscripts, documents and objects in our collections for re-use in publications or through other media
The University’s museum and archival collections are not covered by the PSI Regulations, however, London Metropolitan University Library Services and Special Collections Department has decided to apply the same terms and conditions to both library materials and the archival and museum collections it holds for the University.
Requests to re-use information
If you wish to apply for access to our information under the Re-use of Public Sector Information Regulations please fill in the form (appendix 2) and return it to email@example.com.
London Metropolitan University Department of Library Services and Special Collections undertakes digitisation and facilitates re-use wherever copyright law, data protection, licensing and the availability of funding will permit this. The Department does not have a dedicated budget for digitisation, so is reliant on charging fees for the digitisation, supply and licensing of content in order to meet its costs.
The Public Sector Information Regulations only govern the re-use of information. To obtain copies of personal data, or other information held by the London Metropolitan University, please make a Subject Access Request or a Freedom of Information Request.
Pricing structure for re-use of information (see appendix 1)
Pricing for re-use of digitised materials varies according to the intended use (private research/ study or commercial), their type and location of the reproduction or publication. Standard prices are available online, and others can be provided on request. Any digitised images that are available for free will be clearly flagged as having a Creative Commons Licence. Where information has already been provided for re-use in a particular manner, then the cost for re-use in the same manner will be the same.
Right to refuse
London Metropolitan University reserves the right to refuse requests for re-use of information under the Directive where valid exceptions apply. Should this occur, the reason for refusal will be clearly explained, along with details on how to appeal the decision.
Review of Statement of Public Task
We will review this statement biennially and will therefore next be reviewed in 2023. If you have any queries on this public task statement, or a complaint about London Metropolitan University Library under the Re-use Regulations, you can submit them to the University Librarian via firstname.lastname@example.org.
Re-use of Public Sector Information comments
If you encounter any problems or wish to make suggestions, please email email@example.com. Please ensure that you state “Complaint about re-use of PSI” in the subject line of your email.
Form to request copies and schedule of charges (Appendices 1 and 2 of the Statement of Public Task)