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Re: Charging for online exhibitions



The Archives of Illinois Institute of Technology charges as follows: 

Cost/fee schedule: 

Production cost            $20.00 per image for non-IIT users

                                    $??.00 per image for IIT-users if scanned by Galvin staff

                                    $5.00 per image for IIT-users if scanned by user

 

Use fee             $50.00 per image per year for use on commercial (.com) websites

                                    $25.00 per image per year on other websites

                                    $10.00 per image per year for IIT-projects with funding

                                    No fee for IIT-projects without funding

 
 
 
Our "Statement" on the topic (still in draft form) is as follows for those who may be interested.  I would be pleased to receive comments and feedback.
Catherine Bruck
University Archivist, IIT
bruck@iit.edu
 

Illinois Institute of Technology Archives

 

Statement on Digitization of Images from its Collection for Use on Websites

 

Draft          April 9, 2001

 

Background

Historic images found in collecting repositories (primarily archives and museums) have inherent monetary value in that they are desirable for use by publishers, authors, and collectors. Prior to digital technology, this most often meant providing the patron with a photographic print, for which both production and use costs were charged.  Permissions, fee schedules, and use limitations have developed across the profession to help insure that these “assets” held by collecting repositories are not “stolen” from them by a patron who further reproduces the images for additional use or multiple distribution. Digitization of images and documents make our historic resources accessible to many more people, for valid reasons and legitimate purposes.  At the same time however, digitization compromises our ability to secure the one resource we can use to help fund our operations.  The ease with which digital images can be reproduced, the relative low cost of doing so, the availability of user-friendly technology which requires minimum skill level, and the speed with which the images can spread via the internet have made obsolete the many checks and balances relied on by curators and archivists in the past to control unwarranted distribution.

 

Requests for digital images

Requests for reproduction of documents from the IIT Archives in digital format will be made on an individual basis.  A formal written request identifying the image(s) to be used and the intended purpose is needed to initiate the process.  The Archives may limit the number of images provide to any single source, or for any single purpose.  The Archives reserves the right to decline supplying a digital image of any item in its collection.

 

Scanning specifications

Images being requested for use on websites and other non-print* purposes will be scanned at low resolution quality, not to exceed ­­­­­­384 x 256 ppi, 72 dpi screen resolution, 300 dpi print resolution,  and 16 bit grayscale or RGB color.  (Should future technology allow low resolution images to be “doctored” to produce a higher resolution, such manipulation would not be allowed.)  Images may be cropped without prior permission so long as the historical content of the image in not compromised, but any further manipulation of the digital image may not be done without prior approval.  In particular, the restriction against changing the height-to-width ratio is specifically disallowed here.  Any manipulation of the image (except cropping) must be so stated on the website.

 

 *Non-print is defined to include printouts made from websites.  Print purpose is defined to mean books, magazines, posters and other such paper-based formats normally created for mass distribution.

 

 

Watermarks

The Archives reserves the right to supply any of its digital images with a watermark embedded on the image.  The watermark may not be removed by the patron.

 

 

Conveying the digital file

The digital file will normally be supplied to the patron as a TIF via email.  Saving a copy of the file on disk is not permitted.  The image may be backed up via the patron’s normal procedure for the length of time the image is being used according to the original agreement.  Both the primary file and the backup should be deleted when the image is removed from the website.

 

Identifying the image

IIT is concerned that images from its collections be used appropriately (to protect the reputation of the university) and that they be identified correctly (to insure a consistent and accurate account of the university’s history).  The Archives will not require that captions and text used with the image(s) be approved in advance, but will be proactive in ascertaining the intended context of images and will request clarification when the Archives feels that is needed.  The Archives is happy to assist with identifications, and welcomes the opportunity to review captions or text if requested.  The Archives may monitor the user’s website to check for information shown there about the images.

 

Identifying the source of the image

All images from the IIT Archives must be credited.  The preference is that the source identification be placed as close to the image as possible on websites.  Identification of both the repository (IIT Archives) and the collection source (e.g., Mies van der Rohe Biographical File) may be requested.  The specific citation will be supplied with the digital image.

 

Copyright Issues

Most of the images in the IIT Archives collections are unidentified as to photographer and source.  To the extent possible, the Archives will advise patrons with regard to presumed copyright status of a particular image.  Suggestions will be offered when possible as to how the patron might identify the copyright holder.  However, it is the patron’s responsibility to conduct and document a copyright search, putting forth a good faith effort to identify the copyright owner and seeking the owner’s permission to use the image on a website.  When a copyright owner is identified and contacted, the patron will supply the Archives with a copy of the owner’s permission statement allowing the image to be copied and used.  IIT faculty, staff and students using images on sites they are creating must also supply the Archives with a statement from the university’s General Counsel indicating that the image is approved for website use.  The Archives may decline to supply a digital image if there is reason to believe that the copyright search has not been appropriately conducted and that providing the digital image may put the university at risk.  Images supplied to patrons for which copyright has not been determined and secured will be accompanied by a statement which allows the patron to use the image “in so far as IIT has any rights to the image.”

 

 

Costs

The Archives charges both production and use fees for digital images.  Images are scanned in Galvin Library only, and work can normally be done Monday through Friday, 9:00 a.m. - 4:00 p.m. only.  Images supplied to non-IIT persons will be scanned at the convenience of Galvin Library by Library staff or student employees under the direction of the University Archivist.  Under certain circumstances, the Archives may permit images requested by IIT faculty, staff, or students to be scanned by the requesting person; the work will be done under supervision and during normal office hours as stated above.

 

Cost/fee schedule: 

Production cost            $20.00 per image for non-IIT users

                                    $??.00 per image for IIT-users if scanned by Galvin staff

                                    $5.00 per image for IIT-users if scanned by user

 

Use fee             $50.00 per image per year for use on commercial (.com) websites

                                    $25.00 per image per year on other websites

                                    $10.00 per image per year for IIT-projects with funding

                                    No fee for IIT-projects without funding

 

The website URL must be supplied to the Archives, and payment must be made before the digital file is transmitted.  The Archives will monitor websites for compliance to the rules as outlined in this document.

 

Catherine Bruck
University Archivist
Illinois Institute of Technology
Paul V. Galvin Library
35 W. 33rd St.
Chicago, IL  60616
312/567-6840
FAX 312/567-5318
bruck@iit.edu

-----Original Message-----
From: Archives & Archivists [mailto:ARCHIVES@LISTSERV.MUOHIO.EDU]On Behalf Of Rochelle Rubinstein
Sent: Wednesday, April 10, 2002 10:55 PM
To: ARCHIVES@LISTSERV.MUOHIO.EDU
Subject: Charging for online exhibitions

Hi,
 
Once again I have a short question to the listserv. Are your archives charging for the use of scanned items on online exhibitions or in other people's websites? What is the price range for this?
 
Thanks alot. I appreciate the time and effort taken to reply!
 
Rochelle Rubinstein
Central Zionist Archives
Jerusalem