Studio Usage and Digitization Policy

The Blue Ridge Community College Archive Studio is located on the Henderson Campus in the Killian Building. It houses the majority of our recording and digitization equipment. Library staff are available to assist students and community members with their digitization requests. Use of the studio and its equipment is open to students and community members based on appointment availability and adherence to the following usage guidelines. This policy is in place to ensure that digital content or digital copies made using the Archive Studio  and its equipment comply with the expectations set forth by the Blue Ridge Community College Library and College as a whole. The Library, The Office of Instruction, and other College Departments do not always directly monitor studio usage. However, should the Library or College become aware of any issues, it reserves the right to remove the digital file(s) that violate any Library and/or College policies and procedures and restrict future usage of its equipment.

Users can request digitization services via an appointment by clicking the “Make a Research Appointment” button on the Archive website’s homepage or by contacting the Librarian directly (r_quinn150@blueridge.edu) to reserve a time slot. Users also can request instruction on how to use the equipment during their appointment.

Flatbed Scanners

We have two flatbed scanners (Epson Perfection V850 Pro and Plustek OpticPro A320E A3 CCD Flatbed). These scanners work best with flat objects such as photographs, documents, magazines, newspaper clippings, drawings/sketches, etc. Users can request digitization services via an appointment form available through the Blue Ridge Community College Archive’s webpage or reserve a time slot to use the scanners by booking an appointment with the Librarian. These scanners are not to be used with textiles, three dimensional objects, or books.

Recording Software

The Archive Studio currently uses Reaper software for recording oral history interviews. This software can be used for other types of recordings such as podcasts, jam sessions, interviews for class assignments, etc. For more information about using the studio’s equipment for podcast production, please reference the Blue Ridge Community College Library Audio Creation Policy.

ScanSnap

The Fujitsu ScanSnap SV600 Overhead is a contactless overhead scanner used for bound documents and textured artwork. At this time, it is only available for staff use. Students and community researchers who wish to scan approved materials or records using the ScanSnap must make an appointment with the Librarian. Digital files will be emailed to students or community researchers.

Audiovisual Conversion

The Library is currently in the process of updating the audiovisual equipment it has that is compatible with VHS, cassette, film reel, and DVD/CD formats and has the ability to convert to a digital format. More information will be made available on the type of equipment used as we are able. Currently, all audiovisual conversions are done by staff only. We also only allow for the conversion and digitization of non-copyright audiovisual materials which do not belong to the College (i.e. family home videos/reels, recordings of personal compositions or interviews, etc.). Our staff will not digitize or convert any commercially made products which are not owned by the College. Appointments are required for a format evaluation and a loan agreement must be signed. 

Camcorder and DSLR Camera

Blue Ridge Community College Library owns a Nikon D3500 DSLR Camera and Canon XA40 Professional UHD 4K Camcorder for internal and community partnership uses. At this time, it is only available to students or community researchers for use within the library on the Henderson Campus and with staff supervision. Staff are able to take the equipment into the community for project partnerships. Requests to use the camcorder or DSLR camera must be made to the library director, and the library reserves the right to deny use of this equipment.  

Approved Materials for Digitization

Students and community researchers are allowed to digitize any personal documents, photographs, artworks, recordings, or unpublished materials owned by themselves or approved by the owner for digitization. They also may digitize works that are in the public domain. Personalized notes or messages within a published work are approved for personal records digitization and may not be digitized for commercial use. Users are not allowed to use the studio to digitize any commercial or copyrighted products, such as old films, tv shows, music albums, and professional art prints. 

Archival Material Reproduction/Digitization Requests

Use of the collections has to be considered within the context of the physical condition of the materials, United States copyright laws, and any donor restrictions on specific collections. High resolution digital copies can be made by the Librarian or Library Director using the Archive Studio equipment. Researchers wishing to create digital copies using a personal smartphone or digital camera must have the permission of the Librarian. These digital reproductions can only be used for private study, scholarship, or research. For use of archival materials in published work, please see the Librarian or Library Director for additional information.

A researcher who is unable to visit The Blue Ridge Community College Archive in person may request reproduction services. Please contact the Librarian or Library Director for assistance. Please note that all reproduction will be governed by any and all reproduction restrictions of a specific collection (copyright law, donor restrictions, material fragility, etc). For researchers who are making reproduction requests, please be aware that the Librarian will make every effort to complete your request in a timely manner, but keep in mind that the turn-around time on a request will depend on the type of request, staff availability, and the number of existing requests being made.

Use of Personal Camera

Researchers are allowed to take personal photographs of unrestricted archival materials if the following conditions are met:

• Permission to take the photographs has been granted by the Librarian or Library Director
• No flash or outside light used
• The records are not put in danger
• The photographs and/or digital copies will only be used for personal reference or research
• Duplication does not equal permission to use any photographs and/or digital copies in formal publications. A formal request must be made for inclusion of any photographs in a published work.
  • The researcher accepts full responsibility of verifying the copyright status of any photographs or digital copies of documents.
• Photographs or digital copies will not be donated into another archival repository.
• The Blue Ridge Community College Archive reserves the right to reject the use of personal photography of its collections.

Copyright

U.S. Copyright Law governs the making and use of most photocopies and other reproductions of copyrighted materials. While the Archive may own a physical object, we do not necessarily own the copyright for the object. The majority of manuscript materials, sound recordings, photographs, and film created in the past 120 years are protected under Copyright Law. Transmission, reproduction, publication, or presentation of items generally requires the permission of the copyright owners. Unless specified at the time of donation, collections given to the Archive are made open and available for personal or academic research. Researchers assume all responsibility for securing permission from the appropriate copyright holder if publication using digitized scans is planned. Blue Ridge Community College is not responsible. To learn more about U.S. Copyright law, researchers should contact the U.S. Copyright Office.

The majority of collections in the  Blue Ridge Community College Archive is made up of records from 1969 to the present day. Archival collections that contain 20th century and 21st century materials may include sensitive or confidential information that is protected under federal or state right to privacy laws and regulations. Researchers are advised that the disclosure of certain information pertaining to identifiable living individuals without the consent of those individuals may have legal ramifications for which Blue Ridge Community College assumes no responsibility.

Audio Creation Policy

Any audio created by and/or affiliated with students, faculty and staff of Blue Ridge Community College within the Library and through use of the Archive Studio and equipment must ensure that the following guidelines are met. This policy is in place to ensure that the audio produced comply with the expectations set forth by the Blue Ridge Community College Library and College as a whole. The Library, The Office of Instruction, and other College Departments do not always directly monitor podcast content. However, should the Library or College become aware of any issues, it reserves the right to remove file(s) that violate any Library and/or College policies and procedures.

Blue Ridge Community College Disclaimer

The studio is available for use by faculty, staff, students, and community members at the discretion of the Librarian or Library Director. If someone wishes to use the studio to create podcast episodes or conduct interviews that will be freely available on the internet, each product must include an audible disclaimer in each episode that acknowledges that “The views and opinions expressed in this podcast/interview are those of the speakers and do not necessarily reflect the official policy or position of Blue Ridge Community College, Blue Ridge Community College Library, or Blue Ridge Community College Archive.” A prerecorded “stock” version can be made available to use upon request.

Hate Speech Policy

All audio creations must adhere to and are subject to the Library’s Hate Speech Policy:

Libraries are sanctuary spaces for First Amendment rights. All persons are welcome and have the right to use the library free from discrimination and from threat to individual safety. There is no “hate speech” exception to the First Amendment. Hate speech is any form of expression through which speakers intend to vilify, humiliate, or incite hatred against a group or a class of persons. Moreover, hate speech stops being just speech and becomes conduct when it targets a particular individual or group, and includes behavior that interferes with a person’s ability to use the library or its services. 

Therefore, hate speech directed at library users, visitors, or staff, both in the physical library and on its social media platforms, is considered a violation of the Library’s Code of Conduct policy and will not be tolerated. 

Violating the Library’s Hate Speech Policy will result in a one-year ban from all Blue Ridge Community College Library locations and a one-year block of the violator’s library account restricting use of all library services and potentially halting other services such as graduation, the release of transcripts, and more. Further disciplinary actions may be taken by the College at the discretion of College Administration.

Copyright

When creating your audio files, you must ensure that all necessary rights and permissions have been obtained for the material you plan to include in your final product. Using podcasts as an example, if you wish to incorporate text from a course textbook, blog, journal, magazine, newspaper, you will need permission from the author or publisher to include that material. Any use of copyrighted material in a published format requires the permission of the copyright holder, and the person creating the recording is solely responsible for ensuring they acquire all copyright permissions. If you are using works that are in the public domain, you do not obtain permission from the original author or copyright holder. Any pre-recorded audio such as sound-effects or music must also be used with explicit written permission from the original creator or be available in the public domain. In instances where public domain or Creative Commons licensed materials are used, credit the creator as required by the material. Library staff require proof of all permissions before exporting any audio files that use copyrighted materials.

Proper Use of Equipment

Archive Studio equipment is only to be used for the purpose of creating audio files when reserving the studio and equipment for interviews, assignments, podcasts, or any other type of recording. Library staff will assist with setting up the equipment, starting the recordings and ending the recordings. A guide/walkthrough will be available to aid the user during the recording sessions. Any improper use of the studio or equipment during the recording process, such as damaging the equipment, attempting to modify software, recording copyrighted materials, and recording hate speech, will result in immediate termination of any audio files and a ban from using the studio and equipment.

Studio/Equipment Reservation Procedure

To reserve the Library’s recording studio for “Podcast Creation”, fill out the form on the Library’s website labeled “Podcast Creation Reservation Form”. Once the form is received and reviewed, Library staff will reach out to you to schedule a day for you to come into the studio to record. Depending on the length and scope of your podcast, you may require multiple sessions to complete your podcast.

Usage of “Stock” Library Material

Certain media will be made available to those creating a podcast within the library. These items may change over time with the current available options being shown on the “Podcast Creation Reservation Form”. These include pre-recorded disclaimers required for every podcast, stock music, and more. You will be able to select from the available options when filling out the form.