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Self-service scanning in the Wroclaw University Library

Rules for using scanners

Scanners in the WUL's reading rooms are mainly used to scan library materials.

  1. When using the device, remember:

    • you perform the scan yourself,

    • you enter the e-mail address to which the file will be sent yourself,

    • you are responsible for the correctness of the e-mail address entered,

    • you are responsible for the content of scanned documents and the compliance of their copying with legal provisions (including copyright).

  2. Data protection

    • do not scan documents containing data requiring special protection, in particular:

      • medical,

      • financial,

      • personnel,

      • official,

      • other containing sensitive personal data,

    • The library does not check the content of scanned documents,

    • The Library does not maintain a purposeful, utility scan repository. Files are technically processed solely for the purpose of sending them to the specified email address. Temporary processing of files in device memory, the sending queue, technical logs, or email systems may occur only to the extent necessary for the operation of the service.

  3. How the service works

    • the scan will only be sent to the email address you provided,

    • there is no option to save the file:

      • on a USB drive,

      • on a network drive,

    • The Library does not have access to the uploaded files and cannot recover them..

  4. Security and event handling
    The self-service scanning service allows to perform a scan yourself and send it to the email address provided by the user. The library does not maintain a dedicated repository of scans and does not verify the content of scanned materials. However, files and technical data may be temporarily processed by the device, shipping system, or mail infrastructure only to the extent necessary to provide the service, diagnostics, and ensure security.
    In the event of suspected miscommunication, data disclosure, device failure, or other incident that may impact information security, the user should immediately inform a Library employee. The incident may be forwarded to the appropriate University of Wrocław units, including the Data Protection Officer (DPO) and the Cybersecurity Team operating within the DUI, in accordance with applicable incident handling policies.

  5. Limitations
    Should not be scanned:

    • materials in poor condition,

    • publications published up to 1950 (inclusive),

    • large-format newspapers,

    In such cases, please use the services of the WUL's Digitization and Digital Services Department.

  6. Important

    • scans can only be done for one's own needs, this is regulated by the Act of 26 July 2024 amending the Act on Copyright and Related Rights, the Act on Database Protection and the Act on Collective Management of Copyright and Related Rights (Journal of Laws of 2024, item 1254),

    • The Library is not responsible for any further use of the scans obtained and requests users who publish them to provide information about the location of the originals.

  7. How to scan a document?

    1. Place the item on the scanner glass.

    2. Press the [Home] button, then select "Wyślij" (Send).

    3. Select the option "Wpis adresu e-mail" (Email address entry), enter the address and confirm.

    4. If necessary, set scanning parameters (default: PDF color, single file).

    5. Press "Start".

    6. Once you are finished, select „Zakończ skanowanie” (End scanning).

    7. The file will be sent to the provided email address.

  8. Additional information

    1. please double check your email address before sending,

    2. file size is limited by the mail server.

  9. Self-service scanners (location):

    • Level 3 (Main Reading Room, Silesian Collection Reading Room).

  10. The service is free of charge.


GDPR – INFORMATION ON THE PROCESSING OF PERSONAL DATA (Article 13 of the GDPR)

  1. Data administrator
    The administrator of personal data is the University of Wrocław (UoW), Uniwersytecki 1 Sqr., 50-137 Wroclaw.

  2. Personal Data Protection Supervisor (IOD)
    Contact to the UoW's Personal Data Protection Supervisor: IOD[w]uwr.edu.pl

  3. Scope of data and purpose of processing
    As part of the self-service scanning service, the e-mail address provided by the user is processed – solely for the purpose of sending the scan to the specified address.
    The library does not verify the content of scanned documents and does not interfere with their content.

  4. Legal basis for processing
    The legal basis for data processing is Article 6, paragraph 1, letter b, e of the GDPR (processing necessary to perform a task carried out in the public interest) – in the scope of ensuring the provision of library services, including providing the scanning function and sending the scan to the specified e-mail address.

  5. Data recipients
    Data may be made available to entities providing maintenance and operation of the ICT infrastructure (e.g. service/IT service providers) – only to the extent necessary for the proper operation of the service.

  6. Data storage period
    The email address is processed for the time necessary to send the scan.
    The Library does not store files after they have been sent.
    Technical data (e.g. system logs) may be processed for a period resulting from the requirements of security and accountability of the operation of ICT systems – in accordance with the rules in force at the University of Wrocław.

  7. Rights of the data subject
    The data subject has the right to request access to the data, rectification, erasure or restriction of processing – to the extent and under the terms specified in the GDPR.
    You also have the right to lodge a complaint with the President of the Personal Data Protection Office (PUODO).

  8. Voluntary provision of data
    Providing an e-mail address is voluntary, but necessary to use the scan-to-email service.
    If you do not provide an e-mail address, it will not be possible to send the scan.

  9. Automated decision making
    The data is not used for automated decision making, including profiling.


RESPONSIBILITY FOR THE CONTENT OF SCANS

  1. The user is responsible for the content of scanned documents and the compliance of scanning and further use of scans with legal provisions (including copyright and personal data protection regulations).

  2. The Library does not initiate data transfer or modify the transmitted content; the user is responsible for the content transmitted as part of the service – in accordance with the principles arising from Articles 12–15 of the Act on the provision of electronic services.

  3. In the event of causing damage to third parties or the Library, the user may be liable under general principles, including those arising from Article 415 of the Civil Code.

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