Introduction
Balliol College aims to ensure survival of our Historic Collections for future generations whilst making them as accessible as possible. Our team are happy to advise on the suitability of material for copying, and will provide reasons and suggest alternatives where in-house or self-service copying is not possible.
In-house copying
Some of our collections have been digitised. Many, but not all, of these images have been posted on our Flickr site. If you do not find the material you need there, please contact us at library@balliol.ox.ac.uk to check if something has been copied but has not yet been mounted online.
Owing to staff time constraints, we are unable to undertake large-scale digitisation (for example, a full manuscript or series of correspondence), but we can photograph or scan small amounts of material for personal study and non-commercial research. These will not be publication quality images. Each request will be assessed on a case-by-case basis, but as a rule of thumb, we can normally provide digital images of up to about 20 pages in-house, free of charge. The turn-around time will depend on the size and complexity of the request, and other pressures on staff time, but we will always provide an estimated timescale. For larger orders and publication-quality images we can facilitate access to Bodleian’s reprographics service.
If the material copied is still in copyright we will ask you to complete and return a form confirming that the copy is for personal use only prior to supplying images. Where images are specifically requested for publication you will be asked to confirm that you have the copyright holder’s permission where appropriate before images will be supplied.
What we will copy
Collections will be either scanned or photographed depending on size, format and physical condition.
Single sheet items and loose/single photographs in good physical condition up to A3 size may be scanned. The binding structure of some photo albums allows scanning, but not others. Faded and damaged photographs will not be scanned.
Other examples of items unsuitable for our flatbed scanner include
- Brittle, fragile, damaged or heavily folded documents which would be further damaged by copying
- Folded parchment documents which would have to be forced flat
If an item is unsuitable for scanning, we may be able to provide digital photographs.
Bound volumes will normally be photographed, rather than scanned, and only if they are in good enough condition to withstand the physical stress of copying and if we are able to provide adequate support to the volume throughout the copying process. The stability of inks and bindings will be considered in such decisions as well as the condition of the paper or parchment.
What we won’t copy
We do not have the facilities to produce
- new photographic prints or negatives
- copies of transparencies, slides or photographic negatives
- copies of large maps and plans
- copies of audio-visual material
These can only be copied by specialist firms; if a copy can be made, we will obtain an initial quote and invoice the enquirer for the full costs of any such copying.
Copying may be refused if the original document is light-sensitive, fragile or otherwise in a physical state where scanning or digital photography will cause damage, we will seek conservation advice and suggest alternative reproduction methods if possible.
Self-service photography
Researchers are welcome to make their own copies via digital photography during their visit whenever possible. Permission to photograph material must be obtained in advance. It will be granted whenever possible, but preservation and copyright issues must be taken into consideration for each collection or item as applicable.
When using your digital camera, please ensure that:
- flash is not used
- there is no disruption to the work of staff or other readers – please turn off digital shutter noises
- items photographed are listed in full on the reprographics form provided
Where the intention of the use of a camera is commercial publication or broadcast, the written permission of the copyright holder or the archivist is required in advance. See our Terms and Conditions for Filming at the Historic Collections Centre for further details.
Charges
We do not usually make charges for reprography, except in exceptional circumstances. However, we reserve the right to charge commercial and professional (non-academic) researchers at the following rates at the discretion of the Fellow Librarian. A quote will be supplied before digitisation is undertaken.
Donations towards the preservation of the items being photographed are always appreciated through the College’s giving page.