Collection Management Division

George A. Smathers Libraries

Preservation Bulletin 7.5

June 1, 1994

Reproduction as a Form of Acquisition

These guidelines establish criteria for reproduction of printed items, for acquisition, by the Smathers Libraries, University of Florida (UF) and maintains compliance with U.S. and international copyright legislation. These guidelines apply to electronic imaging; microfilming; photocopying; CopyFlo reproduction; and other reproduction.

Policy

Reproduction is a means of acquiring out-of-print or unavailable items or of compiling or anthologizing scattered items. This policy does not apply to items copied, unaltered, for preservation replacement. This policy applies to all items, published and unpublished, in any format, from all countries regardless of copyright status. The Libraries' ability to copy any item, however, is dependent upon copyright. The Libraries’ willingness to copy, in an effort to maximize its funds, is dependent upon market factors and preservation queues. Items may be reproduced for acquisition when:

• Print or microform copy is commercially unavailable;

  AND

• Copyright holder provides written permission to copy; OR

• Item includes a waiver of copyright or the phrase, "in the public domain"; OR

• Item is a United States government publication; OR

• Item was published before 1978 without notice of copyright; OR

• Copyright has expired (calculate duration of copyright as follows:)

  Duration of Copyright:

  Before 1978: NOT protected unless inscribed with copyright notice or symbol. Otherwise, protected for a maximum 56 years (i.e., 28 years + a renewal of 28 years).

  After 1977:Protected for the life of the author + 50 years; unless published by a corporate body, then protected for 75 years after first publication.

Procedure

1. Collection Manager searches LUIS, OCLC and RLIN.

   • If a microform or reprint is identified, do not file a request.
   • Library policy requires purchase of an existing microform or reprint unless available copy is of substandard quality.
   • Submit order for microform purchase to Acquisitions.
   
   

2. Collection Manager notifies the Preservation Department Reprographics Unit and Supplies an OCLC, RLIN or LUIS print-out.

   • DO NOT FILE AN ILL REQUEST.
   • If reproduction requires written permission include completed copy of copyright holder's written permission statement, cf, Attachment B.
   • NOTE: The Library of Congress' Copyright Office maintains a registry of copyright histories which can be used to verify copyright status and, sometimes, current copyright holder. Search incurs fee invoiced by the Library of Congress.
   • In some circumstances, copyright may pass to successors, or assigned or sold and bought by persons or corporations. Difficulty identifying the copyright holder does not mean that the copyright holder does not or will not protect copyrights.
   • If identifying the copyright holder is difficult or time-consuming re-evaluate need for the particular title in the University of Florida collections.
   • Collection Manager's funds will be charged for all reproduction costs. Rate of charge change annually and can be supplied upon request.
   
   

3. Preservation Reprographics Unit verifies unavailability of commercial microforms and reprints, as well as copyright status.

4. Collection Manager is notified to seek written permission to copy if the item is protected by copyright and Attachment B has not been provided.

   • If permission to copy is not granted, no further action may be taken.
   • If permission to copy is granted without further complication, forward written permission (i.e., Attachment B) to the Preservation Reprographics Unit.
   • If permission to copy is granted, but at cost, Preservation will forward Attachment B with available catalog copy to Acquisitions Paying Unit for payment of fee. Acquisitions Paying Unit creates a provisional record for the title based upon available catalog copy and pays the fee, attaching an order record to the title. Acquisitions Paying Unit, then, returns Attachment B to Preservation Reprographics Unit with indication that fee has been paid and the NOTIS system number of the record created. Reproduction can not proceed until proof of fee payment is provided to Preservation Reprographics Unit and a NOTIS number has been assigned.

5. Preservation Department retains filed permission forms and uses them in one of the following manners at time of reproduction:

   • Electronic Imaging authorization: original is imaged among introductory targets, including copyright target with date of imaging then inter-filed with other authorizations in NOTIS number order;
   • Microfilming authorization: original filmed among introductory targets, including copyright target with date of filming, then inter-filed with other authorizations in NOTIS number order;
   • Paper facsimile authorization: original inter-filed with other authorizations in NOTIS number order; copy is bound with copyright reproduction notice in the appropriate paper facsimile.
   • Permissions are retained for the life of the copy or duration of the rights extended.
   
   

6. Preservation Reprographics Unit files an ILL request for the item when copyright is unrestricted or cleared. Preservation Reprographics Unit also creates a provisional record, if the record has not already been created during payment of fees, for the title based upon available catalog copy when the item is received from ILL. Upon receipt of copy for reproduction, the Unit then reproduces the item to preservation standard.

7. Preservation Reprographics Unit charges invoices against the Collection Manager's fund and notifies the Collection Manager of the charge.

8. Catalog Department receives reproductions together with "Microform Technical Information Report" (MTIR) or other report as required for cataloging.

   • In order to comply with the goals of the National Preservation Program, a bibliographic record of microfilmed items must be made upon completion of reproduction.
   • Reproduction Implies Priority Cataloging and may delay cataloging of other items.