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The University of Manitoba campuses are located on original lands of Anishinaabeg, Cree, Oji-Cree, Dakota, and Dene peoples, and on the homeland of the MĂ©tis Nation. More

Digitization Services: External Clients

 

  LIBRARY SUPPORT FOR RESEARCHERS

     EXTERNAL CLIENTS

 

University of Manitoba Libraries are closing to prevent the spread of COVID-19 (coronavirus) starting on March 21, 2020. As a result we will no longer be accepting digitization requests until further notice. We apologize for the inconvenience.

If you have any questions, please email Sara Min at seon.min@umanitoba.ca

 

 


 

External clients are anyone other than current U of M staff, faculty, and students, including alumni, media, external researchers, and members of the general public. External client fees will also be applied to U of M staff, faculty, and students requesting materials for personal purposes, unrelated to their U of M work or research. Clients may also submit requests to have their own materials digitized by RSDS if the materials require special equipment (i.e. large format scanner or DSLR camera). External clients can submit an External Client Digitization Request Form if they wish to use Libraries' digitization services. 

If an external client would like to request a large volume of materials to be digitized, please see the Digitization Projects tab for more information. 

 

External Client Digitization Request Form


EXTERNAL CLIENT FEES

Clients will be provided with an estimate for their digitization request prior to being charged, and will be notified of any added fees (rush orders, special handling, etc.) 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. The Libraries will accept various forms of payment, including debit, Visa, and MasterCard. American Express, cash or cheque payments will not be accepted. Clients 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

$30 setup fee

$5 per scan

$21 setup fee

+

$3.50 per scan

Commercial Fee1

(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

Scanning2

(Processing Fee included)

$15 setup fee

+

$41 per hour

$30 setup fee

+

$41 per hour

$21 setup fee

+

$41 per hour

Commercial Fee1

(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 clients 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.

 

The Commercial Fee is applicable to all scans which will be used for commercial proposes.

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) and Google Drive. Clients requesting their images be stored on external storage media, such as a CD or USB should supply their own storage media. Storage media may be shipped 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 client 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

If the client requests an already digitized image, they will be charged a $5 processing fee per image. If the client requests 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 ORDER

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

Clients using digitized images for commercial use (including images featured in for profit publications) will be subject to the Commercial fee. Please contact Sara Min for any questions.


FREQUENTLY ASKED QUESTIONS

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, 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 would like to bring in my own documents to be digitized. Can I submit a personal item for digitization? 

A: Yes, provided the material requires special equipment. RSDS will not accept material that can be scanned with a standard tabletop scanner, but will digitize large format items belonging to external clients or non-U of M organizations and institutions. If a larger number of items is being requested, external clients should submit a Digitization Project form. See Digitization Projects for more information. 

 

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 (i.e. paid subscribers to the journal, article is accessible for a fee, etc), then the requested image would be subject to the Commercial fee.