The University of Florida George A. Smathers Special and Area Studies Collections (SASC) is committed to supporting research, teaching, scholarship, publication, and artistic production involving the use of materials from our physical and digital collections. SASC staff manage all duplication requests.
Our process for providing high-res digital reproductions of and permissions for materials requires that all patrons requesting those services fill out the Duplication and Use Request Form for our records and statistics. To access the webform, please click on the button below:
Turn-around time and rush requests
Approved requests are typically processed in the order received. Please allow 25-30 business days for standard duplication requests to be completed, though some requests may require more or less time depending on the material. Please note that requests for specialized formats may require more processing time.
Rush service depends on the availability of staff and on the format of the material to be digitized. Patrons will be notified via e-mail if we are unable to accommodate a rush request.
Digitized files will be delivered via Dropbox link to the e-mail address provided in the initial request.
Additional requests from the same person will be processed as time and staffing allows.
Limitations
Some materials may be unavailable for duplication (rush or otherwise) due to size, format, condition, location, volume, copyright concerns, or other restrictions. As a result, all submitted requests are subject to review prior to approval.
SASC staff will send a notification via e-mail should any issues arise.
Fees
To promote the accessibility of our collections, SASC is not charging fees for most duplication services at this time; however, particularly extensive requests or requests for certain specialized formats may be subject to fees. A notification will be sent to the patron via e-mail should any fees apply. The request will not be processed until approval of the charge is received by SASC staff.
At this time, the only acceptable form of payment is through the secure eMarket payment gateway. If applicable, an invoice will be sent to the e-mail provided on the Duplication and Use Request Form. Duplicated materials will not be provided until payment is verified.
Copyright and liability
Unless otherwise indicated, the University of Florida may not be the owner of the copyright for the materials being requested. Patrons requesting duplication will have responsibility for determining copyright status prior to reusing, publishing or reproducing duplicated materials for purposes other than what is allowed by fair use (17 U.S.C. ยง107) or other copyright exemptions. Any reuse of duplicated materials in excess of fair use or other copyright exemptions requires permission of the copyright holder and you agree to obtain such permission from third parties as may be required for your use.
The entire risk as to the use of the duplicates provided are assumed by the patron. Patrons agree to defend, indemnify, and hold harmless the University of Florida and its officers, employees and agents from and against any and all liability, including costs and expenses, arising from the violation of rights of ownership, infringement of copyright, or invasion of privacy, or claims of libel, that may result from your use of the images.
Proper credit must accompany the publication of all items used. Exact attribution language will be provided to the patron upon fulfillment of the duplication request.
Please see the UF Libraries Copyright on Campus guide at guides.uflib.ufl.edu/copyright for more general copyright information.
Third party researchers
Any patron requesting reproductions of and permissions for SASC materials on behalf of a third party is required to certify that they have full authority to do so and that signing and submitting a Duplication and Usage Request form legally binds both respective parties to the policies put forth on this page.
Additional information
ADA requests for duplication shall be accommodated as per the University of Florida’s Electronic Information Technology Accessibility Policy.
All patrons associated with the news media should work with Alex Avelino, Director of Marketing and Communications, aavelino@ufl.edu , 352-273-2505.
Requests for UF Athletics images will need to be reviewed by the University Archivist and the Athletic Association before being approved.
SASC reserves the right to alter these policies at any time.
Policy effective as of November 16, 2022
Edited August 4, 2025