Policy on Providing Digital Surrogates

This policy governs the creation of digital surrogates of LRC holdings, with the exception of audiovisual materials, at the National Museum of Women in the Arts requested by individual researchers.

The Research Registration Form and the Digital Surrogate Request Form, fully and correctly completed and signed, must accompany each request. It is the responsibility of the requester to obtain the permission of the individual or entity that controls the intellectual property residing in the item or items to be copied prior to the initiation of any order for digital surrogates, when appropriate. Permission is not required for materials that are in the public domain. The requester must have proof of the copyright status for each surrogate requested in order to complete the Digital Surrogate Request Form.

All images will be provided as JPG files at an optimum resolution. Other file formats, such as TIFF or PDF, may be requested on the Digital Surrogate Request Form, but will be subject to approval.


  • $10 initiation fee
    • This fee covers up to one hour of staff time, U.S. postage, and the media on which the surrogate(s) is (are) reproduced (CD-ROM or DVD). Requesters may not provide their own media.
    • $5.00 fee per digital surrogate
  • LRC staff will strive to complete all orders within 10 working days of receipt
  • Additional fees will be charged for international mail and courier services
  • Any request for digital surrogates that exceeds one hour of staff time to complete may be assessed a $25/hour fee. For example:
    • Locating and flagging all of the items in the order
    • Facilitating digitization of oversized materials
    • Facilitating digitization of “rush” orders


  • LRC staff reserve the right to refuse any digitization request based on condition of the materials and staff availability.
  • LRC staff reserve the right to refuse to accept a request to digitize material if, in their judgment, fulfillment of the order would involve violation of copyright law


  • “Oversized Materials” are items that are too large to be digitized on NMWA equipment.
  • There will be a charge for each portion of oversized items in good condition that can safely be captured in multiple surrogates. For example, a map captured in two pieces will
  • be assessed fees for two separate digital surrogates.
  • LRC staff will not provide stitching or digital enhancement services for oversized materials scanned in-house.
  • Digitization of fragile materials may be outsourced, at the Library Director’s discretion, to an approved vendor. In such cases, the fees are set by the vendor and paid by the person requesting the work.


Fees will be collected before orders are completed.

  • Cash is acceptable
  • Checks or money orders, also acceptable, should be made payable to the “National Museum of Women in the Arts”
  • Credit card payment is also possible


Please see the LRC Copyright Policy.


When citing materials in the Library’s collections, researchers must understand and agree to include the following information in the citation: a copyright notice (if the copyright holder is known); acknowledgment of the photographer, if applicable; the title of the collection; and the credit line, “Library and Research Center, National Museum of Women in the Arts.”

National Museum of Women in the Arts