Bywaters Special Collections

Photographic Reproduction Policy

This policy applies to reproducing manuscript, print, graphic, and photographic materials. Unless other arrangements are made in advance, all reproductions are performed by Jerry Bywaters Special Collections staff. Bywaters Special Collections does not permit researchers to use their own equipment to photocopy, photograph, or scan materials in its holdings. All requests for scanning must be approved by a staff member. Requests may be denied if the item is too fragile or too large to be scanned with available equipment, or if the size of the request will place an unreasonable strain on available staff resources. All digital reproductions, photographic reproductions, and large reproduction orders must be paid for in advance.

Jerry Bywaters Special Collections provides a range of reproduction options, from photocopying to digital images. Researchers are encouraged to consider how they plan to use the reproduction and to choose the option that most closely meets those needs.

Please note that, in general, Bywaters Special Collections will not reproduce entire works. For published works, the following guidelines generally apply:

50 or more pages no more than 10 % of the work may be copied
10 or fewer pages the entire work may be copied

Reproduction requests are filled in the order they are received and as time permits.


All requests will be invoiced and paid in full before work will be done. Do not send payment until you receive an invoice. Acceptable forms of payment are:

  • Cash (for onsite orders only; do not mail)
  • Check payable to Bywaters Special Collections
  • Interdepartmental charge, Intercampus charge
  • Money order or international money order
  • Credit card

TAX: The 8.25% Texas sales tax is levied on all reproduction orders except:

  • those shipped to an address outside Texas
  • those accompanied by a state-issued resale number
  • those generated by the Federal government

All proposed commercial use of materials must be stated in advance. The Library reserves the right to charge a special fee in any instance where material is reused for purposes other than that for which it was originally ordered, or for strictly commercial ventures, e.g., textbooks, commercially sponsored film, television, advertising, etc. Curatorial staff reserves the right to refuse to copy materials intended for commercial use. A special USE FEE will be charged for all commercial use approved by the staff.

Fees and charges are subject to change without notice.


If an item is oversized or fragile, it may not be po ssible to photocopy it. Items that are tightly bound, have low contrast between the text and page color, or with glossy pages may not photocopy well. Some items printed before 1940 will not be copied for preservation reasons.

Digital copies

Digital copies can be provided. Please contact the curatorial staff to inquire about obtaining copies in other formats or resolutions. All digital reproductions must be paid for in advance.

Use of Reproductions

No further use of reproductions is authorized without obtaining the prior written permission of Bywaters Special Collections. Credit must be given to Bywaters Special Collections when its materials are published, exhibited or shown outside library premises and should read:

[Collection name], Hamon Arts Library, Southern Methodist University, Dallas, Texas
(if no collection is specified, “Bywaters Special Collections” will be substituted for collection name)

Permission to Publish

Permission to reproduce does not constitute permission to publish.

  1. Permission to publish photographs or other illustrations must be obtained separately from Bywaters Special Collections, using the form “Application to Publish.” Such permission will be granted in writing for one-time use. Publishing includes any form of presentation, such as printed publications, web sites, exhibits, public display, etc.
  2. Fees are due upon publication, with subsequent uses subject to additional fees. This fee may be waived for non-profit organizations or scholarly publications. For commercial uses, a different fee schedule applies, a copy of which will be supplied by the staff of Bywaters Special Collections.

Photocopy Warning

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 material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific 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.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

37 C.F.R § 201.14