Canaday Center

Photocopying and Scanning Policies

The Canaday Center provides limited photocopying and scanning services of the materials held in its collections – for a fee – so long as the process does not harm the originals, and in accordance with United States Copyright law and donor restrictions.

Canaday Center staff will not reproduce any archival collection in its entirety. Photocopying or scanning will be limited to 100 copies or 10% of the collection, whichever is smaller. Published works cannot be copied in their entirety due to copyright restrictions.

In most cases, the Canaday Center does not own the copyright and literary rights to items in its collections; it is the responsibility of the researcher to adhere to U.S. Copyright and Fair Use laws, including seeking permission from the copyright holder and payment of any royalty fees, in the reproduction and use of archival materials.

Providing copies or scans does not constitute a license to publish or reproduce images in print or electronic form.

Most copies and scans will be available within two to four days of the request. Large requests (200+ copies), may take two to three weeks.


The Canaday Center can provide only black and white photocopies.

Textual materials will only be photocopied, not scanned.


Scans are completed by Canaday Center staff only with a size limit of 12 x 17 inches. Digital images will be provided in a file format other than TIFF suited for individual use.

Researchers are permitted to use a personal digital camera. All photographing activity shall follow the policies above.

Downloading Images

Users may download images from the Canaday Center’s website or the appropriate pages of the University of Toledo’s Institutional Repository for personal research use only. 

Any other use, including in class presentations, publications, or other creative works (including websites), will require permission from the Canaday Center and any copyright holders, if applicable.

Audio-Visual Duplication

Transfer of analog audio tapes, videocassettes, or film that are a part of the Canaday Center’s collections is available through the Canaday Center on a limited basis. If the Canaday Center is unable to complete the transfer, staff will coordinate with an off-site vendor on behalf of the patron, who will be billed by the vendor directly.

 Photocopying and Scanning Fees*




Handling charge (on all requests) $25  
Labor $12/hour  
Photocopying 30¢/side  
Scanned images (72-300 dpi) $0.50/scan  
Scanned images (600 dpi or higher) $1/scan  
Scanned images delivery charge $10  
Audio-Visual Transfer to DVD $10/disc If sent to outside vendor, costs will be determined by the vendor

*UT Students are not charged for photocopying and scanning 


For requests exceeding 50 copies, payment in advance is required. Cash, check, or money orders are accepted. Checks should be made payable to The University of Toledo - Ward M. Canaday Center for Special Collections and mailed (if applicable) to the address below:

The Ward M. Canaday Center for Special Collections
The University of Toledo, Mail Stop 509
2801 Bancroft St.
Toledo, Ohio 43606-3390

Off-site Users

The Canaday Center staff strongly encourages patrons to visit the Reading Room to fulfill research requests. If that is impossible, staff can provide a limited amount of time conducting research to fulfill reference requests for remote users. That time will not exceed two hours per request. For longer, more in-depth research, users may need to hire a research assistant.

Citing archival materials

Images and other sources used with permission should be properly cited and credited. Credits should include text as listed below: 

For Manuscript Collections -- "[Collection Name], The Ward M. Canaday Center for Special Collections, The University of Toledo Libraries"

For University Archives -- "Records of [College or Administrative Unit], The University of Toledo Archives, The Ward M. Canaday Center for Special Collections, The University of Toledo Libraries"  

Copyright Notice

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. In addition, the Digital Millennium Copyright Act of 1998 extends the protection of intellectual content in digital form made available on the World Wide Web. Under certain conditions specified in the law (“Fair Use”), libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified 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.  Patrons will be notified of the acceptance or refusal of photo-reproduction requests.

Last Updated: 1/14/21