Photocopies and Digital Reproductions Policy

Stewart Bell Jr. Archives
Handley Regional Library
Winchester-Frederick County Historical Society

P.O. Box 58, Winchester, VA 22604
(540) 662-9041 ext. 17

The Stewart Bell Jr. Archives provides reproductions of materials from its collections as a service to researchers. Requests are fulfilled to the extent allowed by the format and physical condition of the material, as well as any applicable restrictions, including copyright regulations, privacy rights, donor-imposed regulations, or other constraints.

Please review the information below to learn more about reproduction services, conditions of use, and how to request photocopies or digital images. Contact the Archives with questions.

Reproduction Fees

Fees are charged for all reproduction requests and pre-payment is required on all orders. These fees help to defray the cost of processing, cataloging, and preserving items in our collections. Fees are subject to change without notice.

Copyright and Use

The Copyright Law of the United States (Title 17 United States Code) governs the making of photocopies or other reproductions of copyrighted material.  Please note that copyright pertains to both published and unpublished materials. Under certain conditions specified in the law, 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. 

While the Stewart Bell Jr. Archives owns most of the materials in its collections, we do not always hold the copyright to these materials, except where it has been explicitly transferred to the Archives. The researcher is responsible for obtaining all required permissions from copyright holders, and other rights holders, before publishing, distributing, or in any other way using a protected item beyond that allowed by fair use. The Stewart Bell Jr. Archives will try to assist researchers with information about holders of copyright, but it cannot conduct copyright research. The researcher is also responsible for ensuring compliance with state laws concerning privacy and publicity rights.

Reproductions in any format may not be further reproduced, sold, shared, distributed, displayed, published, or given to another person, company, or institution for any purpose in excess of fair use, as defined by copyright law, without the express permission of the copyright holder. Reproductions obtained from the Stewart Bell Jr. Archives may not be deposited in another library, archives, or repository.

The Stewart Bell Jr. Archives reserves the right to refuse to accept a reproduction order if, in its judgment, fulfillment of the order would involve violation of the copyright law or based on the condition of the item or on issues regarding ownership or donor-instituted restrictions.

Reading Room Reproduction Policies

Researchers may make photocopies or take images of pages from books and journals found in the stacks of the Reading Room.

A photocopier is available for the use of researchers. Black and white copies cost .15c per page and color copies cost .25c per page. Patrons may also use smart phones and/or digital cameras to take images. Flash photography and external lighting devices are not allowed.

Handheld or portable scanners are not permitted.

Researchers may also save photos to a flash drive for $2.00 per image using the PastPerfect Photograph and Image Database.

Please speak with a member of staff before making copies or taking digital images of materials from collections or rare books. Staff may refuse requests to copy or photograph materials from collections or rare books due to the conditions of original material, copyright or other restrictions.

Once the researcher has permission to make reproductions of materials from collections or rare books, the following rules should be observed. When taking images of materials from collections or rare books, items must remain on the table on which they are served. Tripods are allowed as long as the legs are not touching the item being photographed. Flash photography and external lighting devices are not allowed.

Requesting Photocopies or Digital Reproductions

The Archives accepts requests to make duplicates of published and unpublished materials in its collections. Due to the volume of requests and staff constraints, we may limit the number of pages that can be copied. We are unable to copy entire published works, entire manuscript collections, or any fragile/sensitive materials.

To request copies please fill out the PHOTOCOPY REQUEST FORM. Each page from a book, journal, or collection costs .50c, while copies made from microfilm cost $2.00 per page. There is an additional $3.00 postage and handling fee.

Requests for obituaries should be made using the OBITUARY REQUEST FORM. The cost is $5.00 per obituary plus an additional $3.00 for postage and handling.

In most cases, reproductions will be provided as photocopies. Although the Archives has digitized several collections, there is currently no capability for digitization on demand.

Requesting Copies of Photographs and Images

Many of the photographs and images held by the Stewart Bell Jr. Archives can be browsed through our PastPerfect Photograph and Image Database. The database continues to be updated with new images but it is not a comprehensive catalog of our holdings. Please contact us if you need help locating a particular photograph or image, or require a size, resolution, or format other than that listed below.

To request photographs or images, please fill out the PHOTOGRAPH REPRODUCTION FORM.

The fees for printed copies of photographs and images are as follows:
4” x 6”                  $5.00
5” x 7”                   $8.00
8” x 10”                $12.00

Photographs and images may also be provided as digital files at the following rates:
Scans to a disk or flash drive cost $5.00 per image, plus a $2.00 fee for the disk or $8.00 for the flash drive. There is an additional $2.00 postage and handling fee. Scans can be done as TIFF or JPEG files. Photos can be scanned at 300dpi (JPEG) and delivered electronically for $5.00 per image. Researchers working in the Reading Room may save images directly to a flash drive for $2.00 per image. Additional fees may be charged for rescans, higher resolution images, or other modifications. Researchers should contact the Archives at to confirm costs for special requests.

Oversize Materials

Reproductions of oversize materials cannot be done in-house. Archives staff will work with researchers to identify an outside vendor who will undertake scanning.

Permission to Publish

The Stewart Bell Jr. Archives cannot grant permission to publish for any materials in which it does not hold copyright. In cases in which the Archives does hold copyright, it is the responsibility of the researcher to secure written permission to publish, reprint, or reproduce material from the Stewart Bell Jr. Archives for use in publications, theses, dissertations, websites, blogs, social media, school papers, presentations, exhibits and displays, film, decoration in public spaces, and other uses. 

To request permission to publish please use the PERMISSION TO PUBLISH FORM

Requests to copy and publish materials from the Stewart Bell Jr. Archives, where the Archives is the clear copyright owner, constitute an agreement that permission is granted for one-time use only as specified, in writing, at the time of the request.

The Stewart Bell Jr. Archives in no way waives its right to future use of any images or the right to grant others permission to use them.

The Stewart Bell Jr. Archives requests one complimentary copy of any published work, including book, periodical, video, DVD or CD which contains a reproduction from the Archives.

Credit line

The Stewart Bell Jr. Archives must receive credit for use of materials in its collections. The guidelines below can assist in proper attribution. Please contact the Archives with questions about these guidelines.

Citations should follow the following format:

Citation of Manuscript Materials

[Identification of item, date]; [Collection name]; Stewart Bell Jr. Archives, Handley Regional Library, Winchester, Va.

E.g.: James Wood, Bill for sundries, July 15, 1745, James Wood Family Papers, Stewart Bell Jr. Archives, Handley Regional Library, Winchester, Va.

Photographs and Images

Courtesy Stewart Bell Jr. Archives, Handley Regional Library, Winchester, Va. photo no. [accession number]

E.g.: Courtesy Stewart Bell Jr. Archives, Handley Regional Library, Winchester, Va. photo no. 69-1346b

The credit line must be printed below or adjacent to the image or photograph in printed works, presentations, exhibitions, displays, and websites. Films, broadcast, or video productions should include the credit within the "Sources for Illustrations" or "Credits" section of the production.

Policy approved February 8, 2021 by the Joint Archives Committee