Duplication Policy

Duplication Services

Cushing Memorial Library and Archives staff facilitates research and makes resources accessible for patron use. We provide the ability to request high-quality digital duplication of materials in our collections.

Requests for duplication are considered on a case-by-case basis. Our ability to fulfill your request depends on a variety of factors, including the condition of the material, copyright, and donor restriction. 

Duplication Order Process

All orders must be placed in Aeon.

  1. Select the material you would like duplicated.
  2. Complete the duplication request form for each item.
  3. Public Services staff will confirm receipt of your request via email. 
  4. Public Services staff will contact you with the cost for the duplication request. 
  5. Pay for your request within five business days of being contacted by Public Services staff with the price. The request may not be canceled or changed by the patron after payment has been received.
  6. Upon receipt of payment, Public Services staff will fulfill your request. 
  7. Public Services staff will email you when your request is complete, with instructions for how to download files.

Duplication Timeline for Requests

All orders are processed in the order in which they are received and paid.

Please account for your deadlines and make your request as soon as possible. If you have a specific deadline, communicate it to Public Services staff when placing your request.

Any additional material must be made as a new request in Aeon. Your new request will not be processed until your current request has been completed.

Duplication Limitations

The number of scans requested is limited to 100 units per term for non-Audio/Visual (A/V) material, and ten hours units per term for A/V material. 


Term 1 January 1st - May 31st 
Term 2
June 1st - August 31st
Term 3
September 1st - December 31st


The following are guidelines for what constitutes one unit depending on the format of the original material:


Bound Material*

1 page (1-sided)

Flat Material**

1 page (1-sided)


1 photograph sheet (1-sided)

Audio/Visual Material

1 hour of digitization


All orders of multiple pages are limited to a maximum of 10% of the material and must also comply with the limit of materials per term.

 *This includes books and any other two-dimensional material that is bound.

**This includes archival material, maps, prints, and any other flat material that is not bound.

Duplication Format and Sizes

Text/Fixed/Still Materials

Document Type Resolution (DPI) Color Mode File Format

Flat documents or bound books*

300 or 600

color, grayscale, black & white

.pdf (PDF), .tif (TIF), .jpg (JPEG), .png (PNG)

35mm Slides; Negatives

300 or 600 

color, grayscale, black & white

.pdf (PDF), .tif (TIF), .jpg (JPEG), .png (PNG)


300 or 600

grayscale, black & white 

.pdf (PDF), .tif (TIF), .jpg (JPEG), .png (PNG)

*Includes, but not limited to high-contrast text, carbon copies, maps, handwritten materials, and photographs.

Audio/Visual Materials

Document Type File Format





Our scans accurately represent the source material. Please keep in mind that the quality of duplicated material is limited by the quality of the original material.

Born Digital Materials

Any requests for duplication of born digital text/image files will be delivered in their original format.

Duplication Delivery

Your digital files will be delivered via your Aeon account. You will receive instructions for downloading via email, when your duplication request is complete.

Larger files (typically A/V material) may be delivered to you via an alternate delivery method. You will receive instructions for downloading via email, when your duplication request is complete.

Patrons are responsible for downloading material before the specified expiration date. If you have issues receiving the scan, please notify Public Services staff (CushingReference@library.tamu.edu) immediately. If you request the same material after the expiration date, it will be considered a new request and subject to additional payment.

Contact Us

If you have questions about requesting duplication, please contact Public Services staff (CushingReference@library.tamu.edu). 

For more information that may help with your request, please see:

For more information, see Cushing Frequently Asked Questions.