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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 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 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 digital material. Researchers can request access to processed digital material through Aeon by selecting the appropriate box number for the digital material in each collection.
Researchers will access digital material via a locked-down laptop that will be provided by LSC. This laptop runs Windows 7 and includes Microsoft Word, Excel, and PowerPoint 2013. Email collections can be accessed through ePADD which runs using the Google Chrome browser. We do not allow researchers to modify or rearrange any of the digital materials in our collections. However, Ease of Use settings may be customized and NVDA screen reader is installed. Headphones may be used with this machine. Please note that internet connection, Bluetooth connection, and USB ports have been disabled. If this configuration prohibits the use of an assistive device or if special accommodations are required, please email email@example.com prior to their visit.
Researchers may request duplication services for digital material as long as the following criteria have been met:
- Researcher has read the Library Special Collections Duplication Policy
- 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 digital duplication requests. However, we are required to charge fees for duplicating digital material on a cost-recovery basis. Costs for duplicating 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|
* 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.
The locked-down laptop includes software (ePADD and Gelphi) 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.