Find, Request, and Use / Using Special Collections / Request Digitization

Request Digitization

Before you submit a request, search Yale Library Digital Collections to see if there are items that have already been digitized to support your research (see the note under “Delivery and Turnaround Time” about existing audiovisual materials in Aviary). You must be registered with a Yale Library Special Collections (“Aeon”) Account to submit a digitization request.

How to Request from Library Catalogs
Find the item you want in one of the Yale Library catalogs (Archives at Yale, Orbis, or Quicksearch). The steps for requesting images vary slightly between catalogs. For additional help, contact repository staff.  
 
Request from Archives at Yale
  1. Find and select the item you are interested in and click “Request.”
  2. Click “Submit Request” (it will say reading room). 
  3. Log into your account. 
  4. Scroll to Requests in Review, find the item and click “Request Digitization.” 
  5. Scroll through the Digital Copy Request form, fill in “Format” (PDF, TIFF, MP3, or MP4) from the drop down, add any important information about your order in the “Notes” field, and click “Submit Request.”  
Request from Orbis or Quicksearch  
  1. In the item record, click on the link that says, “Request for use in ______ (repository)”  
  2. Log into your account. 
  3. Scroll down to the New Request form and click “Switch to Digital Copy Request.”  
  4. Scroll through the Digital Copy Request form, fill in “Format” (PDF, TIFF, MP3, or MP4) from the drop down, add any important information about your order in the “Notes” field, and click “Submit Request.”  
Order Limits and Formats
There are no charges for the services listed below.
 
Order Limits
  • Bound Volumes: Book, non-illuminated: 600 pages from up to 2 volumes
  • Oversize Items (e.g. maps, posters, blueprints - larger than 24 x 18 inches): 15 items
  • Unbound Documents: Up to 4 folders
  • Pamphlets: 600 pages from up to 4 pamphlets
  • Slides and negatives:  
    a. Contact sheets from up to 4 folders  
    b. Individual slides, frames, or negatives 50 from up to 4 folders
  • Glass plate slides and lantern slides: up to 50 slides
  • Audio-visual: 4 items*  

Service Formats

  • PDF - 300 ppi 
  • TIFF - between 400-600 ppi 24 bit RGB 
  • Sound Recording Streaming MP3 256kps 
  • Video Recording Streaming MP4 H.264 5.0mps AAC 256kps  
Delivery and Turnaround Time
Delivery
  • Files will be delivered electronically using a file sharing application called MASV and may arrive in multiple transfers over time.  
  • Copies of materials that are already in digital form (born digital), will be provided in their native format and delivered electronically using a file sharing application called MASV.    
  • For sound and video recordings, patrons will be provided streaming access for thirty days via Aviary.  
Turnaround time (please note that we do not accommodate rush orders, and that the below estimates are general guidelines and may vary depending on which library holds the requested material)  
  • Documents: 10-14 weeks    
  • AV items: 8-10 weeks 
* Audiovisual materials are digitized according to Yale Library’s media preservation reformatting guidelines. Yale Library’s digitized audiovisual collections are available in Aviary. Patrons are encouraged to check there before placing their order. If the materials requested are already available digitally but are not available in Aviary, you will be contacted with an offer to stream the recordings for 30 days, free of charge.