Special Collections & Archives Access and Use

Special Collections & Archives (SC&A) materials may be consulted by any researcher 18 years of age or older who presents a current UC San Diego ID or other government issued photo ID and agrees to these guidelines. Younger researchers must be accompanied by an adult, preferably by previous arrangement.

Because Special Collections & Archives materials are rare, fragile, unique, or of special collecting interest, they may be consulted only in the Special Collections Reading Room under departmental supervision.

Some materials are stored offsite or have restrictions on their use. These will be identified in our catalog and finding aids, so please take note of these conditions and plan your visit accordingly.

Visiting the Reading Room

The SC&A Reading Room is reserved for researchers using SC&A materials.

• Bring your valid photo ID.
• Food, gum, and drinks are not permitted.
• Laptops and tablets are permitted for note taking. No other personal belongings, including computer cases, briefcases, backpacks, purses, coats, or notebooks are permitted in the Reading Room. Lockers are available to stow these items during your visit.
• The use of ink is not permitted; we supply pencils and approved notepaper for taking handwritten notes if needed.
• Please silence your cell phone. Headphones are permitted, but please keep the volume low so that you do not disturb other researchers. Telephone calls may not be made or taken in the reading room, nor may mobile devices be used to take photographs. We reserve the right to ask users to stow electronic devices that are not being used appropriately.
• All materials must be handled with care. Maintain loose papers in the order in which they are received. Please keep bound items on book rests and follow all other handling instructions as described upon receiving the item.
• In taking notes, please do not rest notepaper directly on books or documents; tracing is not permitted, nor may the reader make any marks in or on Special Collections & Archives materials.
• Please bring apparent irregularities to our attention but do not attempt to rearrange manuscript collections personally. Some of our books have uncut pages; please bring these to our attention as you encounter them so that we may open them for you.

Copying and Other Reproduction

Materials may be duplicated when, in the judgment of the staff, such duplication will not damage the original items, will not duplicate an inordinate portion of a manuscript or university records collection, or is not prevented by US copyright law.

• All duplication requests must be reviewed and approved by SC&A staff, and follow the posted schedule for limits and duplication fees.
• An overhead scanner is provided for patron use for creating research quality copies. Limits and fees apply. The scanner is equipped to email files directly to your email or you may use your personal flash drive.
• Use of personal cameras is not permitted except by prior arrangement; please inquire with SC&A staff for details.
• High resolution reproduction options may be made by SC&A staff, as described in our duplication policy and price schedule.

Reproductions from Manuscripts

Special conditions apply when requesting duplication of unpublished materials. Virtually all unpublished manuscripts, recordings, and photographs are protected under copyright law.

• Select copies of manuscripts may be made if they are solely for the research use of the applicant and if there are no restrictions on the selected material. Any further reproduction of such copies is not permitted.
• The UC San Diego Library, in making copies available, does not grant permission to reproduce or to quote extensively for publication. The applicant assumes full responsibility for any infringement of copyright or publication rights belonging to the author, the author's heirs or assigns.
• The applicant is responsible for communicating with the holder of copyright concerning permissions to quote or otherwise publish copyrighted material from our collections.
• Special copyright provisions also apply to sound recordings, pictorial, musical, graphic, motion picture, or other audio-visual works, which severely restrict duplicating without the expressed permission of the holder of copyright.

Reproducing or Quoting in Publications

Any researcher wishing to publish from Special Collections & Archives materials agrees to obtain permission from the UC San Diego Library, from holders of copyright, and from other interested parties as applicable. The researcher also agrees to accept responsibility for complying with legislation enacted to protect copyright and the right to privacy.

Please see our Reproduction Publication Policy for details.

Notice Warning Concerning Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research". If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use", that user may be liable for copyright infringement.

The UC San Diego Library reserves the right to refuse to accept a duplication order if, in its judgment, fulfillment of the order would involve violation of copyright law.

User Data Collection and Use

UC San Diego may retain indefinitely information collected from you in connection with your use of a Special Collections Request Account, including registration, circulation, duplication and publishing requests, as well as related correspondence. We may use this information for administration and maintenance of collections or library operations. In addition, we may be required to provide information to satisfy any applicable law, regulation, legal process or governmental request; to detect, prevent or otherwise address fraud, security or technical issues; and to protect the rights, property or safety of the library, its users or others. We do not retain or store personal financial information, including credit card or other payment transaction information.