Use and Reproduction Policy

As a cultural research repository at a public university, the University of Illinois Archives encourages the use of its materials by students, scholars, faculty staff, and members of the public. To protect the integrity of archival material and allow staff to meet user needs equitably, we have developed the following policies.

Services for Local and Remote Users

  1. University departments and offices: telephone and e-mail reference service will be provided free of charge within reasonable limits. In the case of complicated and/or lengthy requests, Archives staff will provide advice and assistance in identifying appropriate sources and request that departmental staff visit the Archives.
  2. Individuals affiliated with the University who are engaged in classroom instruction or scholarly/personal research are encouraged to visit the archives. Limited telephone reference service may be available, but all users are encouraged to place their requests in the form of an e-mail or letter. Archival staff are available to meet with students, faculty, and staff regarding research projects, assistance in identifying sources, or general classroom instruction.
  3.  Individuals outside the University who are unable to visit campus will receive up to 20 minutes of reference service free of charge after they have placed their requests in the form of an e-mail or letter. Additional remote services are available for the rates shown on the fee schedule.

Use and Reproduction

  1. All materials are for in-room use only. Archival materials and other items may NOT BE CHARGED OUT except to authorized representatives of the University department which created or donated the item(s), and ONLY for a period not to exceed 24 hours. Materials from faculty papers and other manuscript collections may be charged out ONLY to the item’s donor. All charge-outs made according to these exceptions also require the permission of an archivist. Temporary loans of artifacts and documents for exhibitions and special performance programs may be requested by cultural institutions and organizations at least one month in advance of the event. These requests will be fulfilled only with approval of the Archives professional staff , and managed by the completion of all forms in compliance with the “Management of Library Materials in Transit” policy.
  2. Users may photocopy items that are in good condition on the public coin/card-operated photocopier in the reference room, provided that care is exercised in handling the originals. Archival staff should be consulted prior to photocopying any item to ensure that brittle or large items are not damaged. Staff reserve the right to disallow photocopying of any item. In lieu of photocopying, researchers may use their own hand-held camera to make “fair use”/study copies. Tripods and scanning of images is not allowed except by Archives staff according to the fee schedule.
  3. Fees for photocopying completed by archival staff are shown in the attached schedule. All users ordering photocopies are required to read and sign the Agreement on Duplicating Textual Archival and Manuscript Materials and to pay in advance. Limits may be placed on orders based on staff availability.
  4. Reproduction of photographs, audio, and audiovisual materials are governed by the separate Agreement to Conditions for Use of Photographic, Musical, Motion Picture, and Audiovisual Works.
  5. Where publication, web presentation, public performance, or broadcast of the items is anticipated, a separate usage fee may apply under the Library’s policy on use fees for publication. Archives’ staff may refuse to provide copies of an item until appropriate use fees for publication are paid. All images provided for orders of materials for web presentation, broadcast, or filming/videotaping will be delivered with an in-image credit line and file reference number.
  6.  It is the user’s responsibility to obtain the University’s and/or other copyright holder’s permission before using the material for any purpose other than private study, scholarship, or research.


Orders will not be completed until payment is received. The University Archives accepts checks and major credit cards. Checks should be payable to the University Archives in U.S. currency and mailed to University of Illinois Archives, 19 Library 1408 W. Gregory Dr., Urbana, IL 61801. Please include a copy of correspondence relating to your order. Credit card information may be faxed or phoned to the archives. Please do not send via e-mail.