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Sound Recording Duplication & Use Policy
Background
The University Archives holdings include sound recordings of a variety of formats and many different subjects. Reel-to-reel and cassette tapes are the predominant formats; however, the holdings also include phonographic recordings (16, 33, 45, and 78 rpm) and compact audio discs. The sound recordings include productions by the Extension Service, the University communications offices, and the Music Department; recordings of meetings, hearings, and special events; and oral history interviews. Transcriptions of some recordings (especially oral history interviews) are available. Many of the items are unique; the Archives retains the only known copy. Because of the one-of-a-kind nature of these items, the following policies apply to their duplication and use.
Reference Services
Although their formats often necessitate special storage considerations and they are stored separately from other materials, sound recordings are described as part of the Institutional Records, Manuscript Collections, or Oral Histories.
Researchers wishing to listen to sound recordings must make prior arrangements with the Archives so that the proper playback and listening equipment can be available in the Archives. University Archives staff will listen to sound recordings for researchers to determine subject content and suitability for duplication. This service is provided at no charge for the first hour and at the standard research rate of $12.50/hr. for each subsequent quarter hour and may be limited by staff availability and other office priorities.
Duplication Service
The University Archives currently provides sound recording duplication services through the Oregon Public Broadcasting KOAC radio station on campus, but reserves the right to restrict duplication due to condition or donor requirements. Certain formats cannot be duplicated because of a lack of compatible duplication equipment. Duplication requests are filled in a timely manner based on KOAC staff responsibilities. The duplication charge of $25 per hour includes preparation time, duplicate tape stock, and actual copying time. The Archives charges a $10 service fee per order for individuals and non-OUS organizations. Prepayment of the first hour is required.
Borrowing
Archival materials are normally used only in the University Archives. However, in extraordinary circumstances and with special permission from the University Archivist, university departments and other organizations may borrow duplicate copies of sound recordings for use outside the Archives for a pre-determined period. A "Receipt for Archival Materials" form will be completed by the Archives staff and signed by the borrower. The borrower must provide for the security of the materials against loss or damage while they are out of the Archives and is required to use the materials with the same care and consideration that is practiced in the Archives. Borrowed items returned in a damaged or dirty condition will result in the assessment of a fee at least equivalent to the cost of replacing the items. Items that are not returned will result in the assessment of the above fee plus loss of borrowing privileges.
Permission to Use
The University Archives permits use of its sound recordings in television, video, motion picture, and other media productions. Permission must be obtained in advance by completing the Archives' "Request for Permission" form. Permission grants a one-time use of the recording in unaltered form. Each reproduction or broadcast must include a credit line. In lieu of a use fee, a copy of the production containing the recording should be sent to the Archives. Patrons are responsible for observing all U.S. Copyright regulations.
