Digitisation of copyright material

Scanning copyright material to create digitised copies is permitted under a licence granted to the University by the Copyright Licensing Agency (CLA).


ILS does not, as a rule, provide a scanning service to the rest of the University but has come up with the following general guidance for individuals and Schools which may wish to undertake their own scanning.

Scanning under the CLA licence is subject to the following conditions:

  • The material, or a copyright fee paid copy of the material must be owned by the University.
  • Either 5% of a book or journal or 1 chapter, article or poem (whichever is greater) may be scanned.
  • The material must be published in the UK or one of the following countries:
    Argentina, Australia, Austria, Canada, Denmark, Finland, France, Germany, Greece, Hong Kong, Iceland, Jamaica, Mexico, the Netherlands, New Zealand, Norway, Republic of Ireland, Singapore, South Africa, Spain, Sweden, Switzerland.
  • Material listed on the CLA Excluded Works List must not be scanned.
  • Details of every piece of work scanned and the person producing the scan must be provided CLA on an annual basis. If you wish to carry out scanning, please notify us by completing the Notification of Scanning form.
  • A Schedule 3 Copyright Statement must be included within the digital copy

What can you do with scanned digital copies?

  • Under the tems of the CLA Licence digital copies made be made available for download or print only to those who are permitted to have access to the work (i.e. students and tutors on the course).
  • Digital copies must be accessed through a secure authentication process, such as Blackboard.
  • Digital copies may be emailed to those who are permitted to have access to the work.
  • Digital copies cannot be redistributed (i.e. must not be forwarded to others, including students on the same course).
  • Digital copies may be used in presentations providing only staff and students attend (i.e. all staff and students may view the work, but only those on the course may download or print the work).

For more information on the CLA Licence, please see the CLA Licence page.