KIC Scanner Policy and Procedures

The purpose of Special Collections is to preserve and make available to researchers historical materials of enduring value reflecting the history of Texas, Mexico, the Mexican War, cartography of the Greater Southwest, and The University of Texas at Arlington. Many of the items housed in Special Collections are rare and irreplaceable; many are in fragile condition, having been printed or produced on poor quality paper.

With the goal of long term preservation of these valuable resources in mind, Special Collections reserves the right to deny KIC scanning requests when an item is in poor condition, when an item is too large to fit on the KIC scanner without causing damage, or when scanning will cause irreparable damage to the item. Patrons using the KIC scanner must be registered as researchers in Special Collections and may use the scanner only to digitize materials from Special Collections. The scanner is not for personal use.

All KIC scanning requests will be reviewed on a case by case basis. If in the judgment of an authorized Special Collections staff member an item may be harmed, scanning will be restricted or prohibited. In some cases, KIC scanning may proceed if done by Special Collections staff; such cases will incur charges set out below. If KIC scanning cannot be authorized, other reproduction processes may be considered.

  • It is expected that patrons will perform their own KIC scanning unless the materials to be scanned require staff supervision or may only be scanned by staff.
    • When patrons do their own scanning, they assume the responsibility to abide by the posted copyright notice.
    • Instructions for operating the KIC scanner are to be found under the “Guide” tab on the scanner touch screen.
  • Patrons must submit all materials for review by Special Collections staff prior to scanning and must complete the KIC Scan Request form.
  • Requests for exceptions to this policy will be considered on a case by case basis.  Preservation concerns supersede all other considerations.
  • KIC scanning requests turned in after 4:30 p.m. will not be processed before the next working day.
  • Appointments may be made by patrons to use the KIC scanner. If the KIC scanner is not in use, access to it shall be first-come, first-served.
  • Patrons may request that Special Collections staff/student assistants perform the scanning (see "Charges" below).
    • No more than twenty percent of a published work, manuscript or archival collection, or oral history interview will be scanned by staff.
    • Subsequent requests for an additional 20% will politely be refused.
  • UT Arlington faculty and staff may assign their own assistants to scan for them.
    • Such assistants must be registered as Special Collections patrons and are subject to all Special Collections reading room rules.
    • Any KIC scanning performed by faculty/staff or their assistants may be done only during Special Collections' normal business hours using the KIC scanner located in Special Collections.
    • Any KIC scanning for faculty or staff that is done or supervised by Special Collections staff, or is performed by Special Collections students, will incur charges that may be paid via IDT. (See "Charges" below.)

Determining What May Be Scanned on the KIC Scanner


  • The maximum image capture area is 16-3/4 x 24-1/4 inches.
  • The dimensions of the scanner platform are 17-3/4 x 27 inches.
    • Items larger than 17-3/4 x 27 inches may not be scanned using the KIC scanner.
    • If an item to be scanned is too large for the KIC scanner, it can only be digitized off site and will incur the charges set by the vendor plus a $50 per batch fee for transport of the items to the vendor and back.


May be scanned without Special Collections staff supervision 

  • books, atlases and bound periodicals, if their condition allows
    • Special Collections staff will determine if condition allows.
    • A book cradle may be needed and should be covered by black cloth (available from staff) to prevent the scanner from making unwanted adjustments to settings.
  • sheet items no larger than the scanner platform (17-3/4 x 27 inches); examples include:
    • maps
    • prints
    • broadsides
    • sheet music
    • some newspapers

Requires Special Collections staff supervision

  • materials from archives and manuscript collections
  • items larger than the scanner platform (17-3/4 x 27 inches)
    • items up to 32 x 40 inches may be scanned with the support of an acid-free board
    • it will not be possible to capture the centers of items at the larger end of this range

Must be scanned by Special Collections staff

  • folded maps and graphics bound into books
  • volumes with broken spines
  • volumes with loose leaves
  • tightly bound volumes
  • items that are brittle or crumbling
  • any other material deemed by staff to need special handling

Staff assistance to scan or to supervise scanning is contingent upon availability. When staff are not available to assist, orders will have to await processing until staff is available.

May not be scanned using the KIC scanner under any circumstances

  • photographic prints and negatives
    • scans of photographic materials (including aerial "maps" whose format is photographic) must be requested via the "Request for Digital Copies" form.
  • clippings
  • blueprints or blueline prints
  • documents created by a thermal process, such as early faxes
  • any item larger than 32 x 40 inches
  • anything else deemed by Special Collections staff on duty to be fragile, at risk, or otherwise inadvisable


Authority resides in the Special Collections staff member in charge of the service desk to decide:

  • if a patron may scan the materials without supervision
  • if the materials require staff supervision when being scanned
  • if the materials must be scanned by Special Collections staff

 This authority is meant to cover materials not expressly listed above


If no staff supervision is required to scan the item/s:

  • The scans are free.
  • The "KIC Scan Request" form must be completed so that:
    • the patron has a place to record the number of scans made
    • the patron attests that they have read the "Warning Concerning Copyright Restrictions" presented on the form

It is not necessary for the patron to create an itemized list of the images scanned, however:

  • The patron is responsible for recording their own citations.
  • If the patron does not itemize scanned materials, staff will be unable to supply data for citations later.

If staff supervision is required, or if staff does the scanning, charges are as follows:

  • 15 cents per image for non-archives materials
  • 25 cents per image for items from archives/manuscript collections
  • Delivery fee if applicable:
    • KIC scans made by Special Collections staff and emailed to patrons will not incur a delivery fee.
    • KIC scans sent to patrons by other means will incur a delivery fee.
  • Sales tax
    • By law, sales tax must be applied to base charges and fees unless the patron is tax exempt.
    • Proof of tax exemption must be provided before scanning.
  • Any KIC scanning for faculty or staff that is done or must be supervised by Special Collections staff, or is performed by Special Collections students, will incur charges that may be paid via IDT.
    • In such cases, the faculty or staff member must furnish their account number prior to scanning.