The Special Collection Division/Nashville Room is devoted to its mission of collecting, preserving, and providing access to materials relating to the culture and history of Nashville, Davidson County and Middle Tennessee. As a result, the Division provides a variety of research, duplication, and publication services.
Research and Reference Service
The Special Collection Division is open to all researchers. For those who cannot visit the Division in person, the staff will provide reference service and limited research service for collections held in the Division as described below.
Reference service differs from research. We will provide quick searches (30 minutes or less) of printed materials for short answers at no charge. An example is a request such as, "Who was x building named after?" Normal duplication fees will apply if copies are requested.
Research requests involve more time-consuming searches for unspecified material about a particular subject which may be located in one or more collections. Obituary requests are also considered research requests. All research requests will cost $15.00 per hour (minimum of $15.00) for a maximum of two hours ($30.00). If more in-depth research is required, we will provide the requestor with a list of independent researchers. For obituary requests, there is a limit of 5 obituaries per request, and patrons must supply the names and date for each. The $15.00 fee includes the cost of copying up to ten pages. This fee is in addition to the cost of any photocopying above 10 pages, image reproduction, scanning, use, or mailing. Photocopies above 10 pages will be billed at .25 per page. If nothing is found, only one hour's charge will be assessed. Please allow 4-6 weeks for the completion of research requests.
Duplication Policies and Fees
The Special Collections Division will provide reproductions of a reasonable amount of material from its collections, provided that such copying is consistent with donor instruction and copyright law. All duplication services are made with the understanding that the reproductions will be used in accordance with US copyright law and fair use provisions. The person requesting the reproduction assumes all responsibility for infraction of copyright and of any use exceeding fair use. The Divisions physical ownership of materials does not imply ownership of literary rights or copyright, and it is the responsibility of the patron to determine copyright ownership. The Division reserves the right to limit or prohibit reproduction for reasons that may include but are not limited to the condition of the materials, security reasons, or possible violation of copyright laws or donor restrictions.
Photocopies of non-fragile published materials can be made by patrons using the Nashville Room's self-service copy machine. Self-service copies are 10 cents per page. Copies may also be made from the self-service microfilm readers at a cost of 25 cents per page. Reproductions of images, audio tapes, and some other original materials are made for patrons in-house by Division staff at a cost of 25 cents per page. Patrons may not copy these materials themselves, and must submit a request form for reproductions (copyright status available, copyright status undetermined).
The fees listed below represent personal use reproduction. If you wish to publish or reproduce any Nashville Room materials in any physical or digital form or use them for any commercial purpose including display, you must obtain prior written permission from the Special Collections Division Manager and pay additional fees. Please see the information below under Publication and Usage Policies and Fees.
Personal cameras, scanners, or other recording devices are not permitted. If reproductions are to be mailed, there is a shipping fee in addition to the reproduction fee and any research fees incurred. Please allow up to 6 weeks for the completion of reproduction requests.
Reproduction for personal use
If you wish to publish or reproduce any Nashville Room materials in any physical or digital form or use them for any commercial purpose including display, you must obtain prior written permission from the Special Collections Division Manager and pay additional fees. Please see the information below under Publication and Usage Policies and Fees.
General Duplication Fees
Self-Service Photocopies $0.10 per page
Copies by library staff $0.25 per page
Microfilm/Microfiche Readers $0.25 per page
Facsimile service between NPL locations No fee
Facsimile service provided to any other locations $0.10 per page
Audio tape duplication $7.00 each
CD duplication $4.00 each
Shippingwithin the US and Canada $6.00
Shippinginternational and Mexico $10.00
Image Reproduction and Usage
Image reproduction is done on-site by Division staff. The cost of prints, transparencies, or digital image files listed below is in addition to any research fees. Patrons desiring image reproductions must complete a request form (copyright status available, copyright status undetermined). All fees are per image.
Continuous tone Fuji Pictrography photo prints:
8 x 10 (20cm x 25 cm) $15.00
11 x 14 (23 cm x 25 cm) $25.00
Paper contact sheet (Paper contacts are used for viewing of unprinted negatives)
Digital Image Files: high-resolution tiffs unless otherwise specified
The library reserves the right to charge higher fees on items involving unusual difficulty in scanning and large dpi.
8 x 10 @300 dpi or below (per image) $15.00
CD ROM $ 4.00
Publication and Usage Policies and Fees
Possession of a reproduction of any materials from the Division's holdings does not constitute permission to use, distribute, or publish the material. Publication of materials from the Division in any form (including print, electronic/digital, videotape, film, or microform) is subject to approval and must be in compliance with US copyright laws. Patrons desiring to publish Special Collections Division materials must submit publication fees in addition to any research and duplication fees.
Permission to use or publish materials must be obtained in advance and in writing from the Division Manager, and fees must be paid in advance. Requests for permission to use, quote from, or publish Division materials will be made through submission of a required form (copyright status available, copyright status undetermined) and must include the requestors contact information, a detailed description of the materials to be published, information about the intended publication (format, title, publisher, expected publication date, print run, url, etc.), and rights requested. For materials to which the library does not own copyright, the requestor must obtain permission to publish from the copyright holder in addition to obtaining permission from the library as the physical owner. Permission to publish is granted for one-time, non-exclusive use.
Local not-for-profit organizations will be charged 50% of the following listed rates. Proof of not-for-profit status must be provided before the not-for-profit rate will be provided. Publication fees are waived for theses, dissertations, and student projects.
All fees are per item.
Publication in books, guides, brochures:
- 0 to 5,000 $ 10.00
- 5,001 to 10,000 $ 30.00
- 10,001 to 25,000 $ 75.00
- 25,001 or more copies $100.00
Publication in serials, magazines, and newspapers:
- Minimum, circulation of 49,999 or less $ 10.00
- Circulation 50,000 to 99,999 $ 25.00
- Circulation 100,000 and over $100.00
Publication in videotapes, videodisks, CD-ROM and other audio, video, or electronic medium:
- Under 500 copies $ 25.00
- Over 500 copies $150.00
Publication in motion picture or television broadcast:
- Broadcast on PBS/non-commercial outlet $ 50.00
- Commercial broadcast $150.00
- Motion Picture $150.00
Advertising and Commercial use:
- Museum/other non-profit display $ 25.00
- Display in commercial offices, stores and restaurants. $ 25.00
- Book jackets, end papers, magazine covers, CD covers $100.00
- Advertising $150.00
- Service fees must be paid in advance. The library reserves the right to charge more according to the size of the reproduction and time of usage.
Publication in the form of postcards, posters, and/or other novelty items:
- 0 to 1,000 copies $ 40.00
- 1,001 to 2,000 copies $ 60.00
- 2,001 to 3,000 copies $ 80.00
- 3,001 to 4,000 copies $100.00
- 4,001 to 5,000 copies $120.00
Publication via the Internet/Online (1 year use):
- Commercial and for-profit web pages. $100.00
- Non-profit web pages $25.00
- Service fees must be paid in advance.