Digitization Requests

The University Library provides a variety of  scanning services for faculty who would like text, images, or audio-visual materials to be digitized for classroom or research use. For non-U.Va. affiliated researchers, there is a fee-based scanning service for the digitization of archival materials housed in the Small Special Collections Library.

Instructional Use (Faculty and Instructor Users Only)

Digitization of Materials for UVaCollab

Instructional Scanning Services (ISS) provides assistance to faculty members by scanning and uploading course related materials to the Instructor’s UVaCollab webpage as additional readings. ISS also provides links to materials in electronic format to the Instructor’s UVaCollab, and scans materials for other instructional uses.

NOTE: Materials must be designated for a specific semester, less than 100 pages per request, and meet Fair Use Guidelines (Title 17, US Code) unless copyright permission has been obtained.

Request Process

To place a request, logon to the Interlibrary Services Web Request System. (First-time users, please visit our logon page to set up an account.) The “UVaCollab” option is on the left-hand side of the screen.

You will receive an e-mail when your document is available on your UVaCollab website. The files will be in your “My Workspace” area.

Deliver Course Materials to Our Office

Personal copies to be scanned can be delivered to Instructional Scanning Services in Alderman Library, Room 107, or dropped off at any UVa Library library with the instruction that they be sent to ISS, PO Box 400109.

Digitization of Images

Faculty who need images scanned for instruction and research can bring materials to the Fiske Kimball Fine Arts Library ScanLab. The ScanLab can digitize both slides and images from books or journals. Turnaround time for this service varies depending on amount; the normal range is one to three weeks. For more information, contact Ann Burns at arb5w@virginia.edu.

Digitization of Special Collections Materials

Digital Curation Services will convert rare books, manuscripts, maps, and other materials housed in the Small Special Collections Library to digital formats to support research and instructional needs.

NOTE: The condition of the material is taken into account when a request is placed, and in some cases the fragility of the original will render it impossible to digitize.

Request Process

Requests can be made through our request form. Your request must identify your affiliation (i.e. whether you are employed by the University of Virginia or not) and the means with which you intend to use the materials we deliver to you. Please review our Use of Materials Requirements and Policy Statements.

Users are notified via email that the requested materials are ready to be downloaded via a link in the email. Alternatively, users can request that materials be delivered on a CD-R or DVD-R.

Digitization of Video Clips

The Robertson Media Center will digitize video clips for faculty to use in teaching and research. Clips save time by isolating portions of videos to show in class, release faculty from the need to fast forward or watch previews, provide a consistent viewing experience, and allow collection of related material in one location. Clips can be used for in-class viewing on a DVD player, and/or made available for streaming online within Collab.

NOTE: Clips are made available for internal teaching, research, and educational uses only and not for external distribution. The service is not for entire videos but only for short scenes or collections of scenes. Video clip requests will typically require a week to process, longer if the video needs to be purchased first.

Request Process

To make a clip request, fill out a clip request form available at the Clemons information desk, or the online form. We will need:

  • The version of the video from which you want the clips (if we don’t own a copy of the version you are using, we will need to purchase it for the Library or use your personal copy).
  • The start and end times for each clip requested.
  • A brief description of the content being clipped, especially at the start and end points.

Users are notified via e-mail when the clips have been digitized. Copies of clips are saved for 30 days in case you need access to them again. If you have additional questions, feel free to contact Matt Ball, at jmb4aw@virginia.edu.

Digitization for Research Purposes (Non-U.Va. Users)

Digitization of Special Collections Materials

Digital Curation Services will convert rare books, manuscripts, maps, and other materials housed in the Small Special Collections Library to digital formats for researchers outside the UVa Community for a small fee.

NOTE: The condition of the material is taken into account when a request is placed, and in some cases the fragility of the original will render it impossible to digitize.

Our costs for non-U.Va. affiliates are as follows:

$50.00 for the first hour of service

$25.00 for each additional hour

Requests can be made through our request form. Your request must identify your affiliation (i.e. whether you are employed by the University of Virginia or not) and the means with which you intend to use the materials we deliver to you. Please review our Use of Materials Requirements and Policy Statements.

Users are notified via email that the requested materials are ready to be downloaded via a link in the email. Alternatively, users can request that materials be delivered on a CD-R or DVD-R.