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Born-digital refers to any file that was originally produced in digital form, such as emails, photos shot on a digital camera, or word-processed documents saved onto a floppy disk.
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Policy created by Heather Briston, Jillian Cuellar, Shira Peltzman, and Amy Wong | September 16, 2016
Access Terms and Conditions
All requests to access Special Collections material--including born-digital items--must be made through Aeon, which requires its users to create an account. In order to do this users must agree to a number of terms and conditions. (A complete list of these terms and conditions is available at: https://speccoll.library.ucla.edu/logon.) These terms and conditions apply equally to all our material; patrons are NOT required to sign a separate agreement regarding the use of born-digital materials unless the collection which they seek to access contains uniquely sensitive or legally restricted material that warrants an additional layer of security.
Since our reading room has a limited capacity (12 stations total) we ask researchers to let us know at least two days in advance that they'd like to use born-digital material. Researchers can request access to processed born-digital material through Aeon by selecting the appropriate box number for the born-digital material in each collection.
Researchers will access born-digital material via a locked-down laptop that will be provided by LSC. No modifications of this laptop are permitted. We do not allow researchers to modify or rearrange any of the born-digital materials in our collections. To ensure that researchers obey this rule, LSC takes the following precautions:
- USB ports are disabled
- Wifi is disabled
- Integrity of original data is protected via Deep Freeze, which ensures that the original files will not be permanently changed or altered
In addition, researchers are not allowed to take photos or screenshots of the laptop screen when accessing born-digital material.
Researchers may request duplication services for born-digital material as long as the following criteria have been met:
- Researcher has read the Library Special Collections Duplication Policy
- Born-digital material in question has been processed and screened for PII
- There are no restrictions on the material they have requested
- Duplication request does not place an undue burden on LSC staff
Currently there is a 300 file limit per 6 months in place (file size, number, format, etc.) with regard to born-digital duplication requests. However, we are required to charge fees for duplicating born-digital material on a cost-recovery basis. Costs for duplicating born-digital material are as follows:
|PDF copy of analog material or duplication of previously digitized or born-digital material||$1 per page or $1 per digital file | 300 page/file limit per 6 months||$1.35 per page or $$1.35 per digital file | 300 page/file limit per 6 months|
|Off-site requests, add:|
|Production fee (non-oversized material)||Waived for the first fifty pages or three maps; $22 per transaction thereafter||$30 per transaction|
|Production fee, oversized material||Waived for the first fifty pages or three maps; $44 per transaction thereafter||$59 per transaction|
|Research fee (if applicable)||Waived for the first half-hour; $53 per hour thereafter||Waived for the first half-hour; $72 per hour thereafter|
The locked-down laptop includes software (ePADD, BitCurator Access, FTK Toolkit, etc.) that allows researchers to perform limited data analysis such as text mining, visualization, topic modeling, etc. While we do allow patrons to make use of these tools for the purpose of assisting with their research, we do not allow them to export or retain the resulting search results, visualizations, etc.