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Reference Services, Copies and Fees

The Indiana Historical Society provides reference assistance to researchers who visit the William Henry Smith Memorial Library and to customers who contact IHS by telephone, letter, fax or e-mail. Inquiries must include the requester's name and address. To facilitate a timely and accurate response, customers are encouraged to read information, directions and referral contacts on the main Reference page.

Please allow two to three weeks for a response to any written inquiry. Requests are answered in order of receipt. If a prompt reply is needed, please call Library Reference at (317) 234-0321.

Fees apply for making and/or using copies or reproductions, and an hourly rate applies for any noninstructional research or other assistance by IHS requiring more than 15 minutes.  For more information about what constitutes noninstructional research, please contact the library via email or phone prior to filling out a research request form. As a courtesy, IHS provides names of professional researchers if a project is beyond the scope of usual IHS services.  All arrangements between requester and a private researcher are the requester’s responsibilities.

Fee Schedule (effective Fall 2015)

ITEM COMMERCIAL NONPROFIT*
Paper Copy of Collections (1 page) $0.35 $0.25
Photocopy Scan of Collections (1 page) $0.50 $0.40
Hourly rate for Research Services after an initial 15-minute consultation (rate includes up to 10 paper copies) $25.00  $20.00
Black & White Print (5x7 or 8x10 inches) $15.00 $10.00
Black & White Print (11x14 inches) $25.00 $20.00
Image Scan (up to 600 dpi) $15.00 $10.00 
Previously Scanned and Readily Available Digital Image (other charges may apply) Free (up to 10)
$5.00/ea (11+)
Free (up to 25)
$5.00/ea (26+)
Old Format Media (Film Reels, etc.) to Blu-ray/DVD/CD/Flash drive/Digital File $80.00 $60.00
Tape/DVD to DVD $20.00 $15.00
Audio Cassette/CD to CD $15.00 $10.00
Image Use Fees
Coordinator, Visual Reference Services
Contact for Pricing Contact for Pricing

*Members receive a 20% discount off the nonprofit price for personal use, except on paper copies and photocopy scans which are the same as the nonprofit fee.

Photocopying Policy 

Paper copies and/or photographic or digital image reproductions can be made of most of the material in the IHS collections. IHS provides copies of items in its collections as a service to researchers, and fees reflect the cost for providing this service. IHS reserves the right to refuse a request for copies if the Archives and Library staff believes that copying would risk damage to the item(s) being copied.

Prior to making a request for copies of IHS collections material, researchers are expected to read the photocopying policies. All requests must include a photocopy request form. All photocopying for researchers is done by IHS Archives and Library staff. Requests for copies will be completed as timely as possible within IHS resource limitations on equipment and staff time. Copies will be mailed if it is not possible to provide them to a visiting researcher at the time of the request. Photocopy scan and fax requests will be considered on a case-by-case basis, depending on staff time and resources available. 

Completed photocopy request forms should be mailed to:
Indiana Historical Society 
William Henry Smith Memorial Library
450 W. Ohio Street
Indianapolis, IN 46202-3269

For Manuscript materials, copying is ordinarily limited to 50 exposures per collection, but exceptions may be made on a case-by-case basis. For preservation reasons, some items cannot be copied on office copiers. Copies of manuscript material are made for private study, scholarship or research use only; exact images of them (or parts thereof) may not be published or reproduced in any fashion without contacting the IHS.

For Printed items, the IHS will make only one photocopy of the material. If condition is not an issue, items will be photocopied according to "fair use" provisions of U.S. Copyright Law. Copies of printed materials are made for private study, scholarship or research use only; except for "fair use," they may not be published or reproduced in any fashion without prior written permission for the copyright holder. 

For Visual collections, photographic or digital image reproductions can be requested of material in IHS collections by contacting the Coordinator, Visual Reference Services

Notice and Warning Concerning Copyright Restrictions

The copyright law of the United States (Title 17, U. S. Code) governs the making of photocopies or other reproductions of copyrighted material. 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 customer 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 action and will hold IHS harmless.  

IHS reserves the right to refuse to accept a copying order that, in its judgment, fulfillment of the order may involve violation of the copyright law. THE INDIANA HISTORICAL SOCIETY ASSUMES NO RESPONSIBILITY FOR RESOLVING CUSTOMER COPYRIGHT QUESTIONS.

Charges for Copies and Reproductions of IHS Items

Prices for copies and reproductions reflect IHS policy to recover costs of making copies and reproductions, as well as modest consideration for conservation, preservation and access to the collections. “Use fees” are additionally assessed according to the manner(s) in which the image(s) are to be used. To determine the "use fees" associated with your request, please contact the Coordinator of Visual Reference Services. Use contracts are also required for image requests. A copy of the use contract can be found here. Other copies or reproductions not outlined in the above chart may be authorized on a case-by-case basis and may include any outside commercial fees necessary for IHS to fulfill such requests, in addition to internal IHS costs. Images from our digital image collection may be printed or downloaded by individuals, schools or libraries for personal use, study, research or classroom teaching without permission.

Shipping and Handling

1. A $3.00 postage charge applies to researchers who visit the IHS Library and request that paper copies of materials be mailed to them
2. Service charges of $3.00 for one to five paper copies and $10.00 for six or more paper copies apply to remote requests (includes postage). 
3. International requests incur additional fees dependent upon payment and delivery method.
4. A service charge of $5.00 for photocopy scans apply to requests up to 50 pages, with additional fees dependent upon the final number.
5. Service charges for shipping and handling for a visual reproduction or digital image(s) on removable media format are $5.00 per order to send via UPS within the United States.
6. Digital images are sent via an online file sharing service or copied onto a removable media format (determined by IHS) and sent to the requester. For security reasons, IHS cannot make copies on media provided by patrons. 
7. Researchers are responsible for the cost of any insurance and/or sending completed orders by express or local messenger service.
8. Service charges for shipping and handling for select manuscript microfilms for interlibrary loan are $5.00 per reel.