Reproduction Policy and Fees

Reproduction Policies

• Reproduction by the Archives in no way transfers either copyright or property rights. Users are solely responsible for determining copyright status of materials, for obtaining any other applicable permission, and paying associated fees that may be necessary for the intended use.
• The Archives may refuse to allow copies to be made because of the physical condition of the materials, restrictions imposed by the donor, copyright law, or Tennessee & county laws.
• Photocopies will usually be available for pick up or mailed within 5 business days. Higher quality digital scans may take additional time to complete.
• Researchers may use their phones or cameras to take reference photographs for their own personal use. No use of a flash is permitted.
• High-resolution reproductions suitable for publication can be purchased under the terms outlined in the Digitization and Reproduction Use Agreement and Order Form.
• The Montgomery County Archives requires that the following credit line be used in all publications to identify that the image or document used is from its holdings: “Courtesy of the Montgomery County Archives”. Specific citation of where the image or document is located (collection, box, folder, etc.) should be made in an acknowledgements section, footnote, or bibliography.

Conditions for Image Use

The following conditions apply to high-resolution reproductions of Montgomery County Archives collection materials:

1. One-Time Use. Images are to be used only once for the purpose listed on the Digitization and Reproduction Use Agreement and Order Form. Any subsequent or different use constitutes a re-use and must be applied for in writing, subject to applicable fees.
2. Credit. Any publication, exhibition, or other public use of material owned by the Montgomery County Archives must credit the Montgomery County Archives. The credit line should read “Courtesy of Montgomery County Archives” and should include the image or call number. The Montgomery County Archives appreciates receiving a copy of any published work in which the image(s) appears. The Montgomery County Archives must be provided with the web site address for images posted on the internet.
3. Alterations. Images may be resized for patron convenience. Images are not to be digitally manipulated or changed in any way without expressly noting that the “Image has been altered from the original.”
4. Copyright. Users assume responsibility for questions of copyright and invasion of privacy that may arise in the use of the Montgomery County Archives image(s).
5. Web Use. Digital reproduction of Montgomery County Archives images for Web use will be limited in resolution to 72 dpi. Higher resolution reproductions will be provided for publication.
6. Limits & Fees. The Montgomery County Archives reserves the right to limit the number of copies; to restrict the use and reproduction of rare or valuable materials; to make special price quotations for materials involving unusual difficulty in copying; and to charge a different copying fee than specified.

Reproduction Fees

Montgomery County Archives charges the following fees for the reproduction and use of materials from our archival collections:

* High-resolution reproduction of archival materials that have not previously been digitized will be subject to custom digitization fees (see below).

Custom Digitization Fees

Requests for high resolution scans of archival materials that have not been previously digitized will be subject to custom digitization fees. Montgomery County Archives also offers custom scanning services to outside organizations and individuals upon request. In some cases, fees may be reduced or waived if the materials to be scanned align with the Archives collecting policy and the requestor agrees to donate the materials to the Archives in a physical or digital format. Speak to an Archives staff member for additional information if interested in donating materials.

Custom digitization fees are as follows:

• $25 set-up fee
• Flat & bound, up to 11” x 17”: $2 per scan
• Flat & bound, 11” x 17” up to 20” x 30”: $5 per scan
• Flat & bound, 20” x 30” or larger: $10 per scan
• Any additional photo editing that deviates from our normal specifications may be completed for a fee of $10 per image.

Delivery Policy and Fees

• There is no charge for patrons to pick up photocopies in person.
• Postage fees vary and will be determined once your request is complete. You will be advised of the exact cost of your copy and postage fees before being asked to send payment.
• Free digital delivery is available for digital materials through our online request system.
• Digital materials delivered via USB drive require purchase of a USB drive from the Archives for $5.
• Standard delivery time for access copies and existing high resolution digital files is 5 business days. Standard delivery time for custom digitization orders is 10 business days. High volume orders may take additional time to complete. For rush orders please contact the Archives for availability and pricing. (Rush order pricing for custom digitization orders will incur an additional $25 surcharge)