Photocopier Guidelines for Special Collections
Sometimes it may be necessary to refuse a patron's request for photocopies. There are several factors that need to be taken into consideration when making this decision. If an item will sustain any damage because of photocopying, then the request must be denied.

• Large and/or heavy volumes are difficult to position on the copier. This manipulation may cause undue stress on the binding. Careful consideration should be given to books that are over 14 inches tall or weigh more than ten pounds.
• Photocopying books with brittle pages may cause the paper to break, resulting in a loss of text.
• Tightly bound volumes or books with narrow inner margins don¼t always open wide enough to allow for photocopying. The booksaver edge of the Xerox machine helps a bit, but not all books fit comfortably onto the copier. Never force a book open. Also the cover of the photocopier should never be used to apply extra pressure on the book.
• Cheaply bound paperbacks (adhesive bound books) usually are not strong enough to withstand the rigors of photocopying. This type of book can fall to pieces if photocopied.
• Fold-outs that are larger than the volume are difficult to photocopy without damage. At least two people are needed to insure that a fold-out is positioned correctly and that all parts are supported during photocopying. If the fold-out is torn or damaged it must be repaired before any attempt is made to photocopy.
• Photocopying from a fragile or damaged binding can cause further damage to an already weakened volume.
• Photocopying a large number of pages from any one volume puts excessive strain on the item. Limit the number of exposures to no more than 25 per volume.

For further information please contact the Preservation Department.

Return to the Preservation & Storage Home Page