La digitization in the university library It has become a key tool for faculty, researchers, and students to access information quickly, legally, and from anywhere. What previously required a physical trip to the library or archives can now be done with a couple of clicks, provided the library has a well-organized system that complies with current regulations.
In this context, many Spanish university libraries have opted for on-demand digitization services, institutional repositories and cooperative digital libraries that facilitate access to rare, heritage, or non-circulating collections. All of this is part of a broader process of digital transformation, which is not limited to scanning documents, but involves a profound change in how knowledge is created, preserved, disseminated, and used in academia.
What does digitization mean in a university library?
Digitization in the university setting is not just "scanning" a paper document; it involves the creation of controlled digital reproductions of articles from printed journals and other materials that, due to their nature, cannot be freely loaned or photocopied. This process allows the university community to access content that would otherwise be highly restricted.
In many universities, this service is primarily geared towards articles from printed periodicals that are located in the various campus libraries. In other words, if a journal is in the library of another campus or in a repository that students cannot easily access, the digitization service acts as a "bridge" to deliver that content to the user, usually in PDF format and via email.
It is important to emphasize that these services generally do not allow... digitization of book chaptersThe reason is clear: intellectual property legislation sets much stricter limits for the reproduction of monographs than for journal articles. This forces libraries to design very specific protocols regarding what can and cannot be digitized.
In short, when we talk about digitization in the university library, we are talking about both on-demand services for the academic community such as massive digitization projects of collections, which are subsequently incorporated into digital libraries, institutional repositories or cooperative portals of documentary heritage.
Example of an article digitization service in university libraries
Many university libraries in Spain have developed very similar systems for managing digitization requests. Generally speaking, it is a service aimed at teachers, library staff already certain student profiles, especially those enrolled in Doctoral and Master's programs, given that their research needs are more specific and advanced.
A common feature is that the number of active applications per person is usually limited. For example, a maximum of two pending requests per user. This means that until previous requests are completed and submitted, the system does not allow new ones. This restriction makes sense: it prevents the service from becoming overloaded, distributes resources, and ensures that library staff can adequately serve the entire university community.
The usual procedure for requesting digitization involves the on-line catalogue from the library. The user must Log in to your personal account (for example, in a "My Account" environment within the Fama catalog or another integrated library management system), locate the desired work and, only if the record shows the "Digitization" option, you will be able to submit the request electronically.
Libraries exclude from this service works that They already have a digital version or from a copy available for loan in the reading room. If the university has access to an electronic database that includes that journal in digital format, or if copies are available for regular loan, it makes sense to redirect the user to those resources instead of generating an additional copy. In such cases, for example, it is advisable to check if there is a Digital version accessible.
Once the legal conditions for reproduction are accepted, the library staff processes the request, scans the article respecting the limits of the regulations, and finally, send the document by email to the applicant. This process is usually completed in a relatively short time, but it will depend on the workload, the accessibility of funds and the resources available at each center.
Legal framework: intellectual property and data protection
Every university digitization service is heavily conditioned by the Intellectual Property Law and by data protection regulations. The library cannot, under any circumstances, function as an “unlimited photocopier” of copyrighted materials; otherwise, it would be subject to penalties and would violate the rights of creators and publishers.
Regarding intellectual property, one of the most repeated principles is that it cannot be reproduced more than 10% of the workThis means either a full chapter in the case of books, or an article in the case of journals. For university digitization services, this translates into fulfilling requests for articles from printed journals or, at best, very limited portions of other materials, provided that this quantitative threshold is respected.
Furthermore, the use of those copies must be limited to teaching or research purposesIn other words, the digital reproductions provided by the library are justified because faculty, graduate students, or researchers need these materials to prepare classes, complete academic papers, write theses, or develop research projects. Any use outside of this framework (for example, for commercial purposes) would fall outside the accepted conditions.
Another key aspect is that the service only generates copies for private use from the person making the request. The idea is that the digital file be used as personal study material, without mass redistribution or making it public on the internet. This is part of both the legal obligations and the ethical commitment of the academic community to respect intellectual property.
Furthermore, the Personal data protection This also comes into play. University libraries handle identification data (name, institutional email, user ID) and user behavior data (what documents are requested, when, and from where). It is essential that these services be managed under clear privacy policies, with restricted access to information, and in accordance with the university's guidelines on cybersecurity and regulatory compliance.
Digital transformation beyond the scanner
Document digitization is only one part of a broader process: digital transformation of librariesThis concept refers to the profound change that occurs when digital technologies permeate all functions and services of the university library, from internal management to interaction with users.
We can consider digital transformation as an advanced stage of technological adoption: after introducing digital tools and training staff and students in digital literacyThe time has come to rethink processes, services, and strategies. It's no longer just about having an online catalog or a high-resolution scanner, but about integrating the library into a broader digital ecosystem.
In this scenario, information professionals go from being seen as mere “book managers” to becoming mediators of knowledgecapable of selecting electronic resources, designing personalized services, advising on copyright issues, managing research data, or supporting open science. Digital transformation opens doors to new profiles, skills, and responsibilities within university libraries.
Furthermore, this transformation affects how bibliographic and documentary heritage is conceived. Collections are no longer just physical shelves; they now include digital repositories, virtual libraries and databases that greatly expand the reach and visibility of the collections, allowing anyone with an internet connection to explore materials that were previously hidden away in storage or special rooms.
In parallel, the digital transformation of university libraries aligns with global trends such as open science, open access This includes scientific publications, long-term digital preservation, and interoperability between systems. All of this places the library in a strategic position within the university, as a central node in the information and knowledge ecosystem.
Digital libraries and repositories in the Spanish university environment
In Spain, several projects have been developed that exemplify how digitization and digital transformation are being implemented in digital libraries and cooperative portalsMany of these resources are essential for university work, as they offer free access to documents that, due to their age, rarity or heritage value, would be difficult to consult otherwise.
A prime example is Hispana, a portal that acts as directory and aggregator of digital resourcesIts collections include the institutional repositories of Spanish universities and the digital libraries of the Autonomous Communities. For the university community, Hispana serves as a gateway to a vast amount of digitized materials scattered across different institutions.
Another key example is the Hispanic Digital Library, the digital library of the National Library of SpainThis resource provides free and open access to thousands of digitized documents: printed books from the 15th to the 19th centuries, manuscripts, drawings, engravings, pamphlets, posters, photographs, maps, atlases, musical scores, historical newspapers, and sound recordings. For universities, having this type of collection available with a single click represents a significant leap forward in teaching and research.
The Virtual Library of Bibliographic Heritage is another project of great interest. It is a cooperative initiative of Ministry of Culture and the Autonomous Communities whose objective is to disseminate, in the form of digital facsimiles, collections of manuscripts and printed books that form part of Spain's Historical Heritage. Thanks to this portal, collections that, due to their fragility or rarity, could hardly be consulted in a reading room are now available without geographical restrictions.
Also noteworthy is the Digital Library of the Royal Academy of History, which promotes the creation of repositories and digital resources following standardized criteria. Its purpose is facilitate common access to the extensive collections that make up the Spanish Bibliographic Heritage, maximizing the visibility of these funds and making it easier for students and researchers to incorporate them into their work.
Finally, the Digital Memory of the Canary Islands perfectly exemplifies the idea of a thematic portal. It is a resource dedicated to... Canary Islands documentary heritageThis resource provides free access to documentation from or about the Canary Islands in facsimile format, always displaying the complete documents. For researchers focused on this geographical or thematic area, it is an essential source of information.
The role of university libraries in preservation and open access
Beyond offering on-demand digitization services, university libraries play a crucial role in the digital preservation and open access to knowledge. The digitization of historical collections, doctoral theses, university journals, and other academic materials allows this content to remain accessible over time, even if the physical media deteriorate. In this area, the open access It is a key tool for increasing the visibility of heritage and research.
Preservation involves much more than scanning: it requires long term planningThis includes choosing appropriate formats, distributed backups, migration policies, and systems that guarantee the integrity and authenticity of digital documents. University libraries, in collaboration with IT services and research units, typically lead these processes within their institutions.
In the field of open access, libraries are a driving force for the creation and consolidation of institutional repositories These repositories store scientific articles, undergraduate and master's theses, dissertations, and other research outputs. They are often indexed by national and international aggregators (such as Hispana or Europeana), which significantly increases the visibility of academic work conducted at universities.
In addition, library professionals offer advice on where and how to deposit open access publicationswhich usage licenses are most appropriate (e.g., Creative Commons licenses), and how to reconcile publishers' policies with open access mandates from research funding agencies.
The combination of all these elements makes the university library a space where the preservation of heritage, the dissemination of contemporary knowledge and respect for copyright, within a global strategy of digital transformation of the academic ecosystem which benefits the entire academic community and society.
The advancement of digitization in university libraries has gone hand in hand with clear guidelines on what can be reproduced, tailored services for teaching and research staff and postgraduate students, and major collaborative projects such as Hispana, the Hispanic Digital Library, the Virtual Library of Bibliographic Heritage, the Digital Library of the Royal Academy of History, and the Digital Memory of the Canary Islands. All of this demonstrates that libraries have not remained stuck on paper, but have assumed an active role in the digital transformation of the academic ecosystem, guaranteeing broader, legal and sustainable access to the information that supports teaching, research and the preservation of documentary heritage.