Use of Materials

On this page: Guidelines | Duplication | Publishing

Guidelines for Using Materials

Center For Pacific Northwest Studies Collections

Permission to use and examine materials will be granted once the researcher has signed the register, read the regulations for the use of records in the Goltz-Murray Building, and completed a research application form. These procedures assist Center staff in tracking the use of the Center's collections and assure the longevity of the records.


Regulations for the use of records

General Rules

  • Only pencils, loose leaf paper and laptop computers may be taken into the research room. Notebooks, binders, pens and markers are not permitted. Please request staff permission regarding use of cameras.
  • Other personal items including coats, briefcases, backpacks, computer cases and purses must be secured in the researcher's vehicle, building lockers, or closet.
  • Food and drinks are not permitted in the research room. Smoking is prohibited throughout the Archives Building.
  • To assure a proper environment for study, quiet is required in the research room. Cell phones must be turned off.

Use of Archival Materials

  • The number of records retrieved will be limited to that which can be used in a reasonable amount of time.
  • Records may not be marked, cut, altered or mutilated in any way nor will they be folded, traced, or fastened with any sort of clip. Only staff may remove records from the research room.
  • Records must be kept in the exact order in which they are received. Researchers must maintain the existing order and arrangement of records. Folders are to be removed one at a time from boxes before any items are removed for viewing or copying.
  • Copies will be made by authorized personnel only, and researchers will be charged according to the posted fee schedule. Please check with staff regarding the proper method of indicating which records should be copied.
  • Records and reference library material must be left on table when research is complete. Staff will re-shelve archival materials and library books.
  • Research hours are 9am-12 noon and 1pm-4:30pm. Retrievals will not be made after 4.15pm. Check here for more information about CPNWS opening hours.


  • Center for Pacific Northwest Studies collections do not circulate.

Duplication Policy

Only Center for Pacific Northwest Studies staff may produce copies of Center materials. Because of the need to protect materials in the collections from damage, the Center does not provide self-service copying. Based on the condition of the materials, Center personnel will determine what material may or may not be copied as well as the copying process that is most suitable.

All duplication requests must be in compliance with Title 17 of the U.S. Copyright Code.

The Center retains all copyright to materials in its collections. Copies are made for scholarly/research purposes or personal use only. Requests for any other use of Center materials must be writing and approved by the Center director or the archivist.

Materials from the Center's collections should be cited in the following format:

Collection title

Center for Pacific Northwest Studies

Western Washington University

Bellingham, WA 98225-9123

Guidelines and Fees Governing Duplication Requests:

PLEASE NOTE: CPNWS Duplication/Publication Fees have increased, effective January 22, 2009

  • Facsimile copies created on a standard copy machine cost 15 cents per page, the initial 10 copies are free.
  • Requests are generally limited to 200 pages of material or 1 hour of staff time. Larger requests, if granted, will incur an additional labor charge of $15 per hour of staff time, plus duplication charges.
  • Color copies and certain oversized documents may sometimes be reproduced though other campus facilities or outside vendors and require special permission and arrangements. Only Center staff may transport documents to another facility.
  • Duplication of audio-visual material requires permission and special arrangements. Where duplication can be completed in-house, the cost is $5.25 for each item copied. Patrons must pay the cost of the blank cassette used for copying.
  • The Center provides quality print reproduction of photographs and negatives. Duplicate prints produced in-house will incur a fee of $10.50 per image.  Duplication requests exceeding 10 images (if permitted) will incur an additional charge of $15 per hour, plus duplication charges. 
  • Scanned images require special permission and arrangements.Scans will incur a $2.10 charge. The patron must specify format and pay the cost of disks used for copying ($5.25 per CD-R). Scans are limited to 10 per request, subsequent scans will incur an additional charge of $15 per hour, plus duplication charges. Center staff will arrange for scanning.
  • There is no fee for non-profit requests beyond the cost of duplication. For-profit requests (all formats) will be assessed a fee of $52 for one-time use only. All reproduction requests for publication or display must be submitted in writing and will require completion and submission of the Center's Permission to Publish or Display" form (Access form online). The completed form should be mailed to "Center for Pacific Northwest Studies, Western Washington University, Bellingham WA 98225-9123, United States."

Payment Options

Payment for duplication and/or publication requests may be made as follows:

  • Cash is accepted for in-person payment only. Please do not send cash via mail.
  • Checks or money orders. Please make payable in US funds to "WWU", and mail to: "Center for Pacific Northwest Studies ATTN: Duplication Services, Western Washington University, Bellingham WA 98225-9123."
  • Credit card payments (VISA, Mastercard, American Express or Discover only) are accepted in-person or over the phone only. To protect your private financial information, please do not send card information by email, fax, or mail, or leave in a voicemail (Center staff will not process such requests).


All copies of Center materials will have "Center for Pacific Northwest Studies--Western Washington University" affixed to them.


Research application form. All researchers who visit the Center in person will be asked to complete this form prior to accessing program records. The form can be completed at the time of the visit.

Permission to Publish or Display form. All reproduction requests for publication or display must be submitted in writing and will require completion and submission of the Center's Permission to Publish or Display form. Please mail the completed form to: Center for Pacific Northwest Studies, Western Washington University, Bellingham WA 98225-9123.