Request Images and Document Scanning

The VRC digitizes original images, as well as content from published sources under the fair use provision of copyright law, provided that the request meets fair use criteria. If an image is reasonably available commercially, the VRC will purchase it for our teaching collection (see “Ordering vendor images” below).

Depending on the size and format of the materials to be processed, we digitize original content at approximately 6,000 pixels on the long side or larger, and reproductions at approximately 3,000 pixels on the long side. We use color-calibrated equipment and edit with Adobe Lightroom and Photoshop. We archive images as TIFs, following best practices for longterm preservation and access. Unless instructed otherwise, we share screen-sized JPEGs with requesters for immediate classroom use, and upload the full-sized images to our LUNA collections to be cataloged for future access and retrieval.

While bookmarks in books are acceptable, if possible please use an image order form (see below) for the type of source material to be scanned (printed materials, VRC slides, or personal slides). If you are unable to fill out the form due to technical or time constraints, we will fill one out for you if you simply let us know which images you wish to have digitized.

Turnaround
A two-week turnaround for up to 50 images is guaranteed. We can almost always accommodate rush orders of a reasonable size, but our staffing and workload may affect rush-order turnaround—it’s best to plan ahead whenever possible.

Order forms for VRC image scanning
Fill out one of the following Google Sheets, depending on the type of material being processed. You will be prompted to make a copy in Google Drive. Please fill out the copy, then download and submit in .xlsx format. Complete instructions are included on the forms.

• Digitizing Printed Materials Request Form
  • Use for images in books, journals, or other paper-based formats that you would like scanned and cataloged for the departmental collection.
• Digitizing VRC Slides Request Form
  • Use to have VRC slides scanned and cataloged for the departmental collection.
• Personal Slides Scanning Request or Donation ID Form
  • Use for scanning of personal 35mm slides for teaching or for donation of slides to the departmental collection. 

• The VRC scans limited numbers of chapters and articles from published sources under the fair use provision of copyright law, provided that they request meets fair use criteria.
• Service is limited to single book chapters and journal articles used for course readings, as long as they are not already available in electronic form.
• The VRC will send a link to your electronic file posted temporarily to our Dropbox account.

Turnaround

• Please plan ahead. We strive to process all order as quickly as possible, but our staffing is limited. Turnaround times will vary depending on the volume of orders in process at any given time.
• Service is slower or at times unavailable during intersessions due to staff vacations and lack of student assistance. If possible, bring orders in toward the end of the previous semester.

Order forms for VRC document scanning

• See instructions on the Document scanning order form (one form per book/source; make a copy to edit and send as an email attachment to the VRC, or print and submit with the materials to be scanned)

• The VRC purchases images upon request for Art and Art History faculty. Visit Scholars Resource to view the high-quality images available commercially from a number of vendors represented on the site. Faculty can register for accounts and build wish lists for the VRC to license.
• Email VRC staff with the title of your wish list, or if you have any questions about this process.