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InfoGuides | Pepperdine Libraries

Pepperdine University Archives: Using the Collections

Usage of Materials

Special Collections and University Archives are open to all users who fill out a registration form and present a form of photo identification, subject to the following guidelines:


  • All readers must fill out a registration form annually in order to view materials from the Special Collections and University Archives.
  • Readers must present a valid form of photo identification.
  • Readers must sign the registration form to indicate their agreement with these rules.

General Reading Room Rules

  • Materials must be viewed in the reading room under staff supervision, and no material may be removed from the room.
  • Food, drink, and gum are not allowed in the reading room.
  • Only pencils and laptop computers may be used for taking notes in the reading room. Ink of any kind is prohibited.
  • Special collections staff reserves the right to inspect library materials and personal items prior to entry and upon departure from the reading room.

Handling of Materials

  • Materials must be handled with care to ensure their safety and preservation. Please follow any special instructions given by special collections staff.
  • No marks may be added or erased on any materials.
  • Books, papers, and other objects should not be set on the materials. Special weights will be provided to hold books open.
  • Please do not use post-it notes, paper clips, pencils, or other objects to mark a place in a book or folder. Special acid-free paper strips will be provided.
  • Readers are allowed one archival box or folder OR up to three books at their table at any time.
  • Folders should be removed from the box one at a time, and the exact order of materials within folders and boxes must be maintained. When removing folders from boxes please use an “out” card to make sure the folders stay in order. Please report any disarrangement to special collections staff.
  • Foam book rests will be provided for particularly fragile materials.

Reproduction and Publication of Materials


  • All requests for reproduction of materials, whether by personal photography or scanning, are contingent upon approval by the librarian after assessing the condition of materials.
  • Unless otherwise approved by the librarian, any images of collection materials are for personal research use only. Provision of images does not constitute permission to publish, or copyright permissions. If you would like to publish an image of an item from the collection, please see “Publication of Images” below.

Personal Photography

  • If approved by a librarian, users may take non-flash photos of collection materials with their personal cameras for research use.

Digital Scanning

  • Digital scans are available upon request for flat documents and photographs smaller than 8.75” x 12”, for 35mm film negatives, and for slides. Most books are generally not able to be scanned due to the stress on the spine of the book, with the exception of modern books in good condition as determined by the librarian.
  • All scanning will be completed by library staff.
  • Scans are provided as 600 dpi tiff files, unless requested otherwise.
  • Scans will be provided on a first-come, first-served basis. While deadlines will be accommodated as much as possible, please allow up to two weeks for delivery.
  • Scans will be delivered through an online attachments account. If a data CD is required by the requestor, additional fees will apply (see below).
  • Scanning requests by Pepperdine users (faculty, staff, students, alumni, members of the Board of Regents, and university departments) are generally provided free of charge. The department reserves the right to charge fees for large projects when necessary.
  • Scanning requests by non-Pepperdine users are subject to the following fees, payable by cash or check made out to “Pepperdine University Libraries”:
    • $10 set-up fee, including one image
    • $2 each additional image
    • $5 CD (when applicable)
    • $5 domestic shipping, $20 international shipping (when applicable)

Publication of Images

  • Please request permission to publish images of special collections materials by filling out the permission to publish application form.
  • Publication for which permission is required may include, but is not limited to, use of images in films, books, journals, posters, décor or display, and on the Internet.
  • Permission will not be required for use of images in theses or dissertations unless the thesis or dissertation is scheduled for publication and distribution.
  • Publication fees for non-scholarly, commercial use will be handled on a case-by-case basis. Please contact the department with inquiries.
  • Scholarly, non-commercial usage is free, but permission must still be requested.
  • Please be advised that materials may be subject to copyright. Pepperdine University does not make any representations or warranties regarding the copyright status of any items in its library system. The applicant is responsible for determining the copyright status of any such materials, and in all cases of copyrighted materials, for securing any necessary permission from the copyright owner. The university reserves the right to require proof of such permission, or proof that such permission is not legally required, before copying or releasing a copy of any item.