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Using Aeon to Request Special Collections Materials: About Duplication and Permissions Orders

This guide provides an introduction to Aeon, the special collections registration and requesting tool.

How to Place Duplication/Permissions Orders in Aeon

You can use your Aeon account to request photocopies or digital images of collection materials, as well as request permission to publish images or text. Requests can be placed remotely or from within the Reading Room. Requests can also be placed for materials currently being used in the Reading Room. 

Step 1: Complete a Duplication/Permissions Order Form in your Aeon account.

You can request copies/permissions for material you have viewed in the Reading Room, or request copies/permissions for material you have located in the library catalog, finding aid, or online.

Step 2: Once your order is received, staff will begin processing your request. We'll contact you if we need more information, and will send an invoice to your Aeon account. You will receive an email with instructions on how to approve and pay for your order.

Step 3: If you would like to go ahead with your order and pay the charges, you will need to approve the order. Instructions will be sent by email.

Step 4: Once you have approved the order you can submit payment. You can choose to pay directly in Aeon using a credit card, or pay by check. We also accept purchase orders and chartstrings.

Step 5: Once payment is received we can begin work on your order. The turn around time varies based on the requested service(s), and more details can be found under the "Services" tab on The Bancroft Library website. While we are unable to offer rush services or guarantee a delivery date, staff make every effort to complete all requests as quickly as possible in the order requests are received. All digital files will be sent to you by email. Photocopies can be mailed or picked up (depending on the option you selected on the Order Form). 

Frequently Asked Questions About Duplication/Permissions

How do I order a reproduction of a Bancroft image I found online?


Sign in to Aeon (or create an account) and fill out the duplication order form. Be sure to paste the URL where you found the image in the “Selection(s) to be Reproduced” box.


What constitutes “personal research use” versus “publication”?


Posting duplicated materials on blogs, websites, or social media constitutes publication. Use of duplicated materials for general class presentations is considered Personal Research Use.


How will I receive my photocopies or scans?


Photocopy orders can be mailed via USPS, or picked up in person during the Bancroft Library’s open hours. Shipping fees vary depending on the number of pages copied. Digital scans are delivered electronically, and will be available for you to download at a link which will be sent after your order is complete. Please note that all files must be downloaded within 7 days.


Are there any items which may not be photocopied?


Photographic prints and original drawings, paintings, and pictorial broadsides may not be photocopied, but they may be duplicated via scanning as a publication-quality image or research-quality image.


How much does duplication cost?


Please see our current Duplication Fee schedule for prices.


What is the resolution for digital scans?


Resolution of digital images from original material (not previously scanned) is 600ppi at 8x10 inches. (Digital files from older scans may be less than 600ppi). If original material is larger than 36”x48”, the imaging process may require multiple photographs. For higher resolution needs, please consult with a reference staff member.


How do I know if an image has been previously scanned?


Many of our digitized materials are available online in Calisphere and can be located there. Other items may be previously imaged, even if they do not appear online. We check before processing your order. Resolution may vary between existing files and newly imaged files.


What’s the difference between “research-quality” PDFs and “publication-quality” TIFFs?


PDFs are created from either original material or existing microfilm reels. When microfilm is available and in good condition, the PDFs will be made from a microfilm positive to save originals from use. This research-quality PDF service is intended for personal research use only and not for publication, exhibits, or other uses. Basic OCR is available for PDFs, but the quality of the OCR is dependent on the original item. PDF duplication cannot be provided for items larger than 14”x22”. For archival manuscript collections, the smallest unit that may be requested for PDF duplication is one archival folder of material. Duplication of single items within larger archival folders may be requested through our photocopy service.


How long will it take to get my order?

The turn around time varies based on the requested service(s), and more details can be found under the "Services" tab on The Bancroft Library website. While we are unable to offer rush services or guarantee a delivery date, staff make every effort to complete all requests as quickly as possible in the order requests are received.

Once payment has been received, staff will begin the work necessary to complete your request.  This may mean sending the physical item to our Digital Imaging Lab for new photography, having the physical item photocopied in-house, creating permissions paperwork, or some combination of those workflows.  If staff require any additional information prior to completing your order they will be in touch via email, otherwise you will be contacted once your order is complete.


What do I need to know about copyright and other legal restrictions?


Access to and duplication of collections are subject to restrictions defined by federal and state law, University administrative policies, and gift and bequest agreements.


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain specified conditions, libraries and archives may furnish a photocopy or other reproduction. One of these conditions is that the photocopy or reproduction not be “used for any purpose other than private study, scholarship or research”. If a research makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that researcher may be liable for copyright infringement.


The Bancroft Library reserves the right to refuse duplication orders that, in our judgment, would violate copyright, privacy, or other pertinent laws.




Duplicated materials are supplied for personal research purposes only. The Bancroft Library is not responsible for obtaining permission to copy or publish copyrighted materials. It is your responsibility to obtain permission from the copyright owner.


If copies requested on this form are intended for publication, exhibition, or other public use, now or in the future, it is your responsibility, in addition to obtaining copyright clearance from the copyright owner, to receive permission from The Bancroft Library. Please see our Rights and Permissions page for more information.


How Can I Pay For My Order?

How can I pay for my order?

All orders must be paid in advance. There is an additional charge for large or complex orders.

You may pay by:


  1. Check payable to “U.C. Regents”

  2. Credit Card (American Express, Discover, MasterCard, or Visa) via Aeon

  3. Interdepartmental or Intercampus charge

  4. University of California recharge

  5. Printed purchase orders from an established business or institution


Please see the guide to Submit Payment for Photocopies or Digital Images.

Aeon Help

Help! Who do I contact if I have a question about Aeon?


Please send an email to Please note that emails sent to this address can only be answered during normal Library business hours, Monday-Friday between 10:00am - 5:00pm. 

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