The University of Manitoba campuses are located on original lands of Anishinaabeg, Cree, Ojibwe-Cree, Dakota, and Dene peoples, and on the National Homeland of the Red River Métis. More
LIBRARY SUPPORT FOR RESEARCHERS
UNIVERSITY OF MANITOBA STAFF
University of Manitoba staff members can submit an Internal Digitization Request Form to Research Services and Digital Strategies to request high resolution scans for work-related purposes. Scans requested for personal use should be requested using the External Client Digitization Form.
For requests of a large quantity of scans (e.g., projects, exhibitions), please see Digitization Projects for more information.
Internal Digitization Request Form
INTERNAL FACULTY/STAFF FEES
Prior to being charged, faculty and staff will be informed of any applicable fees and will be provided with an estimate before the request proceeds. RSDS will evaluate the estimated cost of delivering the requested scans using both a "per scan" and "per hour" cost model. The cost model which generates the lowest estimate will be applied for all faculty/staff orders. The Libraries will accept various forms of payment online, including debit, Visa, and MasterCard. American Express, cash or cheque payments will not be accepted. University of Manitoba staff and faculty may pay through a FOAP or a PDA account. Faculty and staff will receive the digitized item(s) requested once payment has been received by RSDS.
CHARGE PER SCAN
| Tabletop Scanners | Large Format Scanner | DSLR Camera | |
|
Scanning (Processing fee included) |
$15 setup fee + $1.75 per scan Faculty and staff get one free job per term; limitations and conditions apply.1 |
$30 setup fee + $5 per scan |
$21 setup fee + $3.50 per scan |
|
Commercial Fee2 (Not applicable for images in the public domain) |
$35 setup fee + $3.50 per scan |
$50 setup fee + $10 per scan |
$41 setup fee + $7 per scan |
CHARGE PER HOUR
| Tabletop Scanners | Large Format Scanner | DSLR Camera | |
|
Scanning3 (Processing Fee included) |
$15 setup fee + $41 per hour Faculty and staff get one free job per term (up to one hour); limitations and conditions apply.1 |
$30 setup fee + $41 per hour |
$21 setup fee + $41 per hour |
|
Commercial Fee2 (Not applicable for images in the public domain) |
$35 setup fee + $82 per hour |
$50 setup fee + $82 per hour |
$41 setup fee + $82 per hour |
Rush Order: Additional $20 flat rate per order applies to staff who request a rush order for either "per scan" and "per hour" charges. Material Handling Fee: Additional $5 flat rate per order (only when applicable). Please see below for more details.
1 Free scanning is available in the Fall and Winter terms for the Tabletop Scanners only. After the first 30 scans, or the first hour of scanning, the regular fee will apply for "per scan" and "per hour" charges respectively. The Setup Fee is also waived if all or part of a scanning job qualifies for free scanning. Terms begin the first day of classes and end the last day of the examination period. Only scans from unbound documents are eligible for free scanning. Other types of documents will incur the regular fee per scan. Scans that will be used for commercial purposes are not eligible. Client must present evidence of eligibility to qualify.
2 The Commercial Fee is applicable to all scans which will be used for commercial proposes.
3 The total duration will be rounded up to the nearest 15 minutes for "per hour" charges.
DELIVERY
Digital images will be delivered via email (Jpegs only), Google Drive, and shared directories for staff and faculty, where possible. Staff and faculty requesting their images be stored on external storage media, such as a CD or flash drive should supply their own storage media. Storage media may be shipped to faculty and staff for a fee. Please be advised that University of Manitoba holiday closure dates and staff availability may affect digitization request delivery times.
MATERIAL HANDLING
Material Handling fees will apply if the item(s) requested for digitization require special handling during the scanning process (i.e. rare books, fragile materials). Prior to charging a Material Handling fee, the staff or faculty member will be notified and provided with a brief summary of why the fee will be applied to the invoice.
CANCELLATION
Cancellation requests may be placed within 1 business day from when the request was submitted. Cancellation requests will only be granted if RSDS has not commenced the scanning request. A partial refund may be granted if the work is not yet completed.
PREVIOUSLY DIGITIZED ITEMS
Requests for already digitized items count towards staff or faculty's free order. If staff or faculty have already used their free order, a $5 processing fee will be applied to the image(s) requested. If the staff or faculty request that an already digitized image be delivered with different specifications (e.g., a higher resolution), a new digitization request will need to be submitted and will be subject to the fees outlined above.
RUSH ORDERS
Rush orders will be accommodated within 1 business day, unless the request's extent is too large for 1 day completion or staff is unavailable. If RSDS cannot meet the rush order request, the client will be contacted. Please be advised that University of Manitoba holiday closure dates and staff availability may affect digitization request delivery times.
COMMERCIAL FEE
Staff members using digitized images for commercial use (including images featured in for profit publications) will be subject to a Commercial fee. Please contact Sara Min for any questions.
FREQUENTLY ASKED QUESTIONS
Q: How much would it cost to obtain one scan of a photograph?
A: A photograph may be free if this is your first request of the semester and the scan can be done using a tabletop scanner. If the scan is for commercial usage, and/or special handling is required for the item requested, and/or a rush order is required, then the request would be subject to the fees applied (see prices and the conditions above).
Q: My student research assistant will be making a request on my behalf. Should I ask them to fill out a U of M Student Digitization form or an Internal Digitization Request form?
A: As the images are used for work-related research, the student should complete an Internal Digitization Request form on your behalf. They should also include both their e-mail and yours in the request so that RSDS can confirm the order with both the student and the faculty member making the request.
Q: Can I fill out an Internal Digitization Request​ Form on behalf a non-U of M organization or client?
A: If the digital images are for the non-U of M organization or client, an External Client Digitization Request Form will have to be submitted online.
Q: I’m not sure what requirements I need for my digitization request (e.g., resolution, file format).
A: No problem. On the online form, please describe the purpose of the images and mark it as “Other” on the requirement section. Once the form is submitted, RSDS will assess your digitization request and contact you with recommendations.
Q: I'm not sure if the scan(s) I'm requesting is(are) in the public domain. How can I find out?
A: RSDS will confirm whether the images you are requesting are in the public domain before charging a commercial usage fee. If you'd like to learn more about public domain, the Copyright Office at the University of Alberta developed a public domain flowchart to assist in identifying when a copyright expires.
Q: The image I requested will be featured in an article published in a scholarly journal. Will I be charged a Commercial fee?
A: If the scholarly journal generates profit from the article in anyway (e.g., paid subscribers to the journal, article is accessible for a fee, etc.), then the requested image would be subject to the Commercial fee.