Media Duplication Services

Learn how to access and purchase audio/video/film materials from the Gale Family Library.

I want to:

Request an "access copy" for one-time viewing or listening
Purchase a copy for my personal, research, or pre-production use
Purchase a copy for production or public use
See costs for duplication, delivery, and use

Requesting an “access copy” for viewing/listening

In an effort to minimize damage and preserve the materials in our collection, researchers may only use "access copies" of media materials and not the original items.

Researchers can currently listen to and watch DVDs, VHS, cassette, CD, and digital audio/video formats at the Gale Family Library, or they can listen to/watch digital formats anywhere through a virtual viewing session.

If an access copy does not already exist, you can request one:

Go to the Media Duplication Form in our online shop.
Select Personal/Research use.
Select Access Copy.
Complete the form.
* There is no cost for an individual access copy, and it will remain the property of the Gale Family Library.
Library staff will create the access copy and let you know when it is ready.
* If you need more than 5 access copies created, please let us know. Depending on the size and timing of larger requests, a fee may apply.

Purchasing copies for personal, research, or pre-production use

Find what you want:
* Search the library catalog or collection finding aid, or seek assistance from Library staff.
Submit a media duplication service request online
* Library staff will determine if the requested media can be duplicated
* If the requested media can be duplicated, a quote will be emailed to you within 15 business days (to estimate costs, see copying and delivery fees)
* If the item cannot be duplicated, library staff will contact you
Submit payment
* After quote is accepted, staff will send a link to a secure, custom payment portal. Use this to make payment online via credit card. If check payment is preferred, selected off-line payment from the portal.
Delivery
* Digital files or audio CDs are normally sent within one to two weeks after payment is received
* Digital delivery (watermarked MP4 or MP3 file) via Hightail file transfer system
* CDs shipped via USPS

Purchasing copies for production or public use

Order a pre-production (personal/research use) copy first or view/listen to items you are considering.
Complete the Production Quality Media Duplication form and, if applicable, the Request for Reduction in Use Fees form.
* We will review your request and contact you regarding approval or denial, or if we have further questions about your request(s).
If permission to use is granted, we will send you a price quote, including:
* Any applicable copying and/or delivery fees
* Use fee(s)
If you accept the quote, we will send you a secure, custom payment portal and use agreement paperwork for your review and signature.
Delivery: Digital files will be sent after payment is received and use agreements are completed and signed.

Costs

Media duplication costs will include one or both of the following:

1. Copying fee

This is the cost for the actual copying/duplicating/digitizing of the audio or video item
Cost per item, based on original format:

Format type	Fee (per item)
Audio cassettes, CDs	$10
VHS and other videocassette types	$20
Film prints (16mm)	$40

There is no copying fee for items that are already digitized (library staff will determine if item is already digitized)

2. Delivery and handling fees

$5 per file delivered electronically
$10 per CD shipped via USPS

Cost examples

A 16mm film sent as an watermarked MP4: $45 ($40 copying fee + $5 delivery fee)
An audio cassette put onto CD, mailed via USPS: $20 ($10 copying fee + $10 delivery fee)
An already-digitized oral history sent as an MP3: $5 delivery fee

Use fees

Use fees for film/video are charged per 30-second increments:

$250 TV network (Minnesota nonprofits, Minnesota media)
$250 TV public (worldwide)
$125 TV public (Minnesota nonprofits, Minnesota media)
$750 TV worldwide
$150 educational (film festivals, schools, libraries)
$1,000 commercial worldwide
$500 commercial (Minnesota media)
$750 worldwide web
$1,250 all-markets media bundle

These standard use fees have been designed with the needs of different user-types in mind. However, we understand that they may not work for every project or budget. If you would like to request a reduction in use fees please follow the instructions in the "Purchasing copies for production or public use" section below.

Contact library.permissions@mnhs.org for information about use fees for audio-only materials.