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Outlines policy, rules and procedures relating to photography of the Museum’s collections, facilities and building and relating to access and use of the Museum’s images for publication, research, commercial, or personal use.

Photography Policy

In accordance with its mission, the Museum supports photography of its collections, facilities and building, and the access to and use of images in its Collections for educational, research, and Museum marketing purposes by students, professors, scholars, the media, the general public, and Museum staff consistent with the long term preservation of the objects in its collections.  The Photography Policy seeks to establish guidelines and procedures to ensure that such photography:

• Does not damage the objects in the Collection, exhibit furniture, or facilities;
• Does not interfere with the safety and enjoyment of visitors;
• Adheres to University of Illinois Intellectual Property Policy and University of Illinois Copyright Policy; for both see Office of Technology Development or the Office of the University Counsel and;
• Complies with relevant state and federal copyright and rights of privacy laws and regulations.

The Photography Policy consists of three sub-policies, each of which addresses a different type of photographic activity.

• Requests to photograph in the galleries or public spaces:  Photography by Visitors in Exhibit Galleries and Public Museum Spaces Sub-Policy; 
• Requests to use flash, to videotape, to setup photography equipment, to photograph in spaces other than the galleries and public spaces, or to photograph objects not on exhibit: Special Request for Photography Sub-Policy; and
• Requests to obtain copies of or examine images taken by Museum staff or belonging to the Museum: Requests for Access and Use of the Documentary Multimedia Collection and Other Museum Images and Recordings Sub-Policy.

The photography policies are distributed in response to requests as needed and are also available on the Museum website.  Information regarding photography policy in the Museum galleries is posted at the entrance to the Museum. While the information desk assistant is prepared and trained to answer general questions on Museum photography policy, specific questions should be directed to the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions or Director of Information Technology or, in the case of photography relating to special events, to the Special Events Coordinator or Museum Events Coordinator.

The Museum does not and cannot restrict photography of the exterior of the Museum building.

If a photographer indicates he/she intends to give the Museum originals or copies of photographs he/she has taken, as for all offers of gifts or donations of physical objects to the Museum, he/she should be directed to contact the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions.  Such an offer is considered a potential donation and will be handled according to the Acquisition Policy, Part A, #3.

If Museum staff is requested to sign any photography or publication forms, agreements or contracts written by individuals or institutions outside of the Museum, the Registrar, Director and Office of University Counsel will be consulted and must approve the form, agreement or contract prior to Museum staff signature.

Glossary

Photography includes capturing or recording an image, sound or both by mechanical or digital means, e.g. 35 millimeter camera, digital camera, cell phone camera, disposable camera, video camera, or tape recorder.

Photographer includes any individual actively engaged—for whatever purpose-- in capturing an image, sound or both by mechanical or digital means, e.g. 35 millimeter camera, digital camera, cell phone camera, disposable camera, video camera, or tape recorder.

User refers to any individual whether acting in his/her own personal interest or professionally requesting to examine or receive copies or reproductions of Museum images for private scholarly use or publication.

Image is intended to mean any picture, still or video, captured in any photographic, mechanical, or digital format.  For the purposes of this document, all references and policies relating to images also apply to sound recordings.

Publication refers to reproduction or dissemination for sale or distribution by mechanical or electronic means, including, but not limited to books, journals, newsletters, newspapers, cards, posters, videos, CDs, or websites.

Copyright refers to a set of rights granted by law to the authors of original works for many types of works including photographs and recordings.  The rights include 1) the right to reproduce, 2) the right to prepare a derivative work, 3) the right to distribute copies and to transfer ownership by rental, lease or lending, and 4) the right to perform or display the work publicly.

Unless otherwise agreed upon in writing, visitors taking a photograph or videotaping in the Museum own all copyrights to the image they create.  The Museum has no legal control over the image or recording. 

Images created by Museum staff, including volunteers, during the course of their work for the Museum are governed by laws relating to works for hire, and thus the copyright for such work belongs to the Spurlock Museum and ultimately to the University of Illinois. 

Legal protocol requires that prior to reproducing, preparing derivative works, distributing, or displaying any image 1)the copyright owner must be identified and must give permission or transfer each of these rights in writing, 2) the expiration or nullification of copyright must be established, or 3) a fair use determination must be made as dictated by 107 of the Copyright Act.  For more information on copyright and fair use relating to Museums, see Museum Guide to Copyright and Trademark by Shapiro and Miller in the Museum Library Collection.

Rights of Privacy protects a person from exposure of unwanted personal information.  The most common form of such exposure that is of concern for the Museum is the protection against public disclosure of private facts and appropriation of name or likeness.  Special attention to these rights regarding photographs of children.  Privacy rights usually end with the death of the individual.

Photography in Exhibit Galleries and Public Museum Spaces

Photography is allowed in the Museum galleries and public spaces at any time the Museum is open to the general public.  No appointments are necessary.  No forms are required.  However, certain conditions are required.

No photography in selected Museum spaces as marked by signage

The Museum may select to prohibit photography in entire galleries or for specific objects for the duration of an exhibit, and in the auditorium or other specified areas during special events.  Criteria that influence the Museum’s decision to prohibit photography include but are not limited to:

• Lender requests to prohibit photography of borrowed objects;
• Copyright restrictions;
• Rights of privacy;
• Cultural sensitivity of objects in the collection; and
• Speaker’s/performer’s or renter’s rights and preferences.

The Collections Manager, Registrar, Director of Education, and Curators are responsible for diligence in recognizing the above circumstances for exhibits.  The Collections Manager and Exhibit Committee are responsible for implementing the necessary precautions such as signage identifying areas where photography is prohibited. The information desk assistant, security guards, and other staff members monitor photography in the exhibit galleries and public Museum spaces.

Speakers/performers and renters of the Museum facilities in consultation with the Special Events Coordinator or Museum Events Coordinator will determine whether photography will be allowed or prohibited during special events in the auditorium or event areas where no objects from the Artifact or Documentary Multimedia collections are present.

No videotaping

In order to prevent potential injury to visitors and damage to objects and exhibit furniture inherent in moving through the galleries while filming, video cameras are prohibited for use in the galleries and exhibit areas. 

Professional photographers displaying Media badges from newspaper or television stations, or otherwise are able to demonstrate their professional membership in the media, are allowed to videotape (with hand held cameras) in the galleries without flash or equipment setup.

Speakers/performers and renters of the Museum facilities in consultation with the Special Events Coordinator or Museum Events Coordinator will determine whether videotaping will be allowed or prohibited during special events in the auditorium or event areas where no objects from the Artifact or Documentary Multimedia collections are present.  The Special Events Coordinator or Museum Events Coordinator is responsible for making necessary arrangements to inform staff and visitors of videotaping restrictions during a special event.

No flash

Flash photography is not allowed in the Museum galleries or in any public spaces where objects from the Artifact Collection or Documentary Multimedia Collection are on exhibit.

Flash units discharge light that can damage some objects in the Museum collections. Flash may also be disruptive to visitors, speakers and/or performers. 

Speakers/performers and renters of the Museum facilities in consultation with the Special Events Coordinator or Museum Events Coordinator will determine whether flash will be allowed or prohibited during special events in the auditorium or event areas where no objects from the Artifact or Documentary Multimedia collections are present.  The Special Events Coordinator or Museum Events Coordinator is responsible for making necessary arrangements to inform staff and visitors of flash restrictions during a special event. 

No use of photography equipment other than hand-held equipment

For the protection of and in order to avoid disruption to visitors, photography requiring additional equipment setup, such as tripods, monopods, extension cords, etc. in the galleries is prohibited. 

Speakers/performers and renters of Museum’s facilities in consultation with the Special Events Coordinator or Museum Events Coordinator will determine whether special photography equipment setup will be allowed or prohibited during a special event in the auditorium or other public space. The Special Events Coordinator or Museum Events Coordinator is responsible for making the necessary arrangements to assist and facilitate setup as needed and to ensure the safety and comfort of visitors who may be affected by the presence of the equipment.

No handling objects or moving exhibit furniture

Objects in the Museum collections may not be handled and exhibit furniture may not be moved.

Exceptions

Individuals requesting exceptions to the above conditions or to photograph Collections not on exhibit or in non-public spaces are referred to the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions or Director of Information Technology  and the Special Requests to Photograph Collections Policy; see below.

Individuals requesting exceptions to the above conditions during special events are referred to the Special Events Coordinator or Museum Events Coordinator and the Special Events Policy maintained by the Special Events Coordinator.

The Special Events Coordinator or Museum Events Coordinator will be responsible for encouraging photographers who intend to publish images of the Museum and its events to cite the Museum as described above under “Copyright, Recognition and Credit Line,” and to notify the Museum of intended publications relating to the Museum and its events or to provide a copy of such publication if possible.  Any publications involving the Museum will be forwarded to the Assistant Registrar for Acquisitions for cataloguing in the Publications Database and Publications Files. 

Refusal to Follow the Conditions

If an individual does not comply with the above conditions, the Museum reserves the right to deny that individual permission to photograph in the Museum and to request that the person leave the premises if necessary.

Copyright Recognition, and Credit Line

The Museum does not own copyright of images taken by a non-staff photographer and as such has no control over such images.  However, whenever images of the Museum or its collections are published the Museum requests that the photographer identify the Museum as: “The Spurlock Museum, University of Illinois at Urbana-Champaign.” 

If the image includes individual objects from the collection it is recommended that the accession number of each object be published along with the image.  This information should be provided to any photographer inquiring about publication of his/her photographs of the Museum or its collections.

Special Requests for Photography

In addition to supporting regular photography of exhibit galleries and public Museum spaces, the Museum accommodates any reasonable special requests to:

• Photograph objects not on public exhibit;
• Photograph in non-public Museum spaces;
• Photograph objects using flash or lighting equipment, whether on public display or not;
• Videotape in the galleries or public Museum spaces (other than during special events) or in non-public Museum spaces; and
• Photograph using equipment setup in the galleries or public Museum spaces (other than during special events) or in non-public Museum spaces.
  

Procedure for Submitting a Request

Any individual making such a request will initiate contact with the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology and provide details regarding his/her request. The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology will work with the individual making the request to complete the Terms for Special Requests for Photography Form. 

Requests for permission to photograph should be made in advance if at all possible.  If a photographer does not make an advance request, his/her request may be denied if staff is not available.

If the request is to be completed in multiple stages over a period of time, a form should be completed for each action.

The Registrar, Director of Information Technology, Director and Office of University Counsel must approve any significant changes to photography agreement forms prior to use.  The Registrar may make minor editing changes to the forms without such approval if the content and the intention of the form are not altered.

Conditions for Special Request Photography

The signature of the individual making the request will indicate that the information provided is accurate and the individual understands and agrees to abide by the following conditions as listed on the Terms for Special Requests for Photography Form:

“I agree not to handle objects and display furniture unless I have read the Artifact Handling Manual, signed the Artifact Handling Agreement Form, and am given express permission to do so by the supervising staff.”

Preservation through special care and handling is a priority for objects in the Museum’s Collections.  Photography often requires movement of objects, which can potentially cause permanent damage to the object.  Therefore, Registration staff, Collection Management staff or designated staff trained in artifact handling will move objects as needed and will supervise their photography.  Movement and handling of objects will be minimized as much as possible.  However, as stated in the Artifact Handling Policy, Part B, #1, “On occasion an outside person…will need to handle particular objects.  This is allowed only under the supervision of the Collections Manager, Registrar, or their designate.  Prior to handling any objects, the outside individual…must read the Artifact Handling Manual and sign the Artifact Handling Agreement Form.” 

“I agree to use only those flash and lighting set-ups that have been approved by Museum staff.  For the preservation of the objects, I will keep lighting intensity and period of exposure to a minimum at all times.”

Light can be damaging to some objects in the Museum collections.  The Collections Manager is responsible for establishing restrictions for the period and intensity of light exposure for specific objects.  The Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions or designated supervising staff will monitor flash and lighting during photography. 

“I understand publication permission is for one time use only and agree to obtain further permission each time I wish to publish the image.”

If the photography resulting from the special request is intended for publication, the photographer must agree to notify the Museum of his/her intent to publish each time the image is used.  The specifics regarding the bibliographic information and expected date of publication are requested in the Terms for Special Requests for Photography Form.  Permission is granted for a one-time use only.

“I agree to identify the Spurlock Museum in publication as:  ‘The Spurlock Museum, University of Illinois at Urbana-Champaign.’”

The photographer will identify the Museum as “The Spurlock Museum, University of Illinois at Urbana-Champaign.”  If the image includes individual objects from the collection it is recommended that the accession number of each object be published along with the image.  The Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions will assist with identifying accession numbers.

“I will provide Spurlock Museum with one copy, free of charge, of the publication listed above.”

If the images taken are published, the user will provide a copy of the publication at no cost to the Museum.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology may waive this requirement for publications that are local and easily available such as the local newspaper, or if providing a copy puts undue hardship on the user.

Copies of these publications are kept in the Publication Files or Museum library and documented in the Publication Database.  Depending on the content of the publication, it may also be either copied or referenced in any relevant Collections database records, and Exhibit, Object, or Source/Donor files.

Criteria for Evaluating Requests

Permission to photograph is granted on a case-by-case basis and will be evaluated using the following criteria:

• Educational and research value of the request in fulfilling the Museum’s mission;
• Availability of existing photography that may be substituted for new photography;
• Potential for damage to the objects in the collections should new photography be undertaken;
• Availability of staff and Museum resources to respond to the request;
• Ability to schedule a time in the gallery that does not conflict with tours and Museum events, if relevant; and,
• Ability to complete the photography in a manner that causes minimal disruption to other visitors in the galleries, if relevant.
  

Approval and Implementation of Request

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology may be the primary staff person to implement the request and serve as the Museum contact for the user as determined by the nature of the request and availability of staff to respond to the request.  The Registrar arbitrates assignment of requests within the Registration Section and in consultation with the Director of Information Technology and the Director as necessary.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology serving as primary staff contact person for a given request will evaluate the request based on the criteria above; sign the form to indicate that permission is granted; consult with other staff members who might be involved in fulfilling the request; and complete arrangements to fulfill the request.  The Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology is responsible for informing the Registrar of the request; updating the Registrar on the progress of requests; and consulting with the Registrar as necessary.  If there are any special concerns the Registrar or the Director of Information Technology will consult with the Director or Office of University Counsel prior to approval of the request.

The Registrar is responsible for monitoring agreements, ensuring receipt of promised publications, and maintaining permanent files of completed forms.  The Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology is responsible for submitting completed photography forms to the Registrar.

The Museum reserves the right to decline the request at any time prior to or during the processing of the request should it become apparent that the request does not meet the criteria or if the agreed-upon conditions are not being met by the requesting individual.

Requests for Access and Use of the Documentary Multimedia Collection and Other Museum Images and Recordings

The Museum owns a vast, and increasingly large, collection of images of its collections, public and non-public spaces, activities, staff, and more.  The Museum intends to accommodate reasonable requests for access to existing images in the collection and special requests for new photography that is to be performed by Museum staff.  New and existing images produced by Museum staff will be catalogued in the Documentary Multimedia Collection, and the procedure for accessing them will be the same as for preexisting images. 

The Documentary Multimedia Collection includes images and recordings of:

• Objects in the Artifact, Teaching, and Props and Furnishings collections (note that these images are part of the Documentary Multimedia Collection but have not yet been assigned accession numbers);
• Museum activities, exhibits, events, people, staff and visitors;
• Collectors and donors of the objects in the Museum collections;
• Acquisition of objects in the Museum collections;
• Research on objects in the Museum collections;
• Techniques and processes relevant to the Museum collections; and
• Other subjects of cultural, historical or technological significance directly relating to the Museum collections.

Accessioning of images into the Documentary Multimedia Collections enables the Museum to document and to search by the following:

1. Date when and location where the image was taken;
2. Name of the photographer;
3. Names of individuals in the image;
4. Circumstances, events or occasion on which the image was taken;
5. Topic of the image;
6. Copyright status of the image;
7. Distribution history of the image; and
8. Name, date and bibliographic information regarding publications in which the image was published.

If images cannot be transferred to the Documentary Multimedia Collection prior to distribution, the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions or Director of Information Technology is responsible for documenting and recording their use and distribution until such time as the images can be incorporated into the Documentary Multimedia Collection.

Means of Access

Access to the Documentary Multimedia Collection and Museum images and recordings for examination, study and researchis provided in-house, in room 011 or other suitable locations within the Museum, and off-site through post, email, or website distribution. Physical or digital reproductions are used to expand access to users in other locations, either locally or worldwide.  Requests for duplication of images or recordings, either by photocopying, photography, scanning, copying of digital files, videotaping or professional reproduction are allowed and are usually completed by Museum staff in-house.  Images may leave the building for reproduction by professional photography services only at the discretion of the Collections Manager, Registrar, and Director of Information Technology and will be physically transferred only by designated Museum staff. 

Procedure for Submitting a Request

Any individual making such a request will initiate contact with the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology and provide details regarding his/her request.  The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology will work with the individual making the request to complete the Request for Access and Use of Documentary Multimedia Collection and Other Museum Images and Recordings Form.

Requests should be made in advance if at all possible.  If a photographer does not make an advance request, his/her request may be denied if staff is not available.

If the request is to be completed in multiple stages over a period of time, a form should be completed for each action.

The Registrar, Director of Information Technology, Director and Office of University Counsel must approve any significant changes to photography agreement forms prior to use.  The Registrar may make minor editing changes to the forms without such approval if the content and the intention of the form are not altered.

Part A:  Request Information

The individual making the request will provide the basic information in ‘Part A, Request Information’ of the Request for Access and Use of Documentary Multimedia Collection and Other Museum Images Form:

• Name of individual making the request;
• Date of request;
• Address of individual making the request;
• Phone number;
• Email address;
• Institutional Association;
• Description of the image or images being requested including Documentary Multimedia Collection accession number if known;
• Description of the reason for the request, and information relating to the intended publication, presentation, or special project;
• Preferred format for receiving copies of images; and
• Relevant dates, such as when user is available for reviewing images, date of presentation, or publication deadlines.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology will review the above information, assist in identifying appropriate images, identify available copyright information, evaluate the request based on the criteria listed above, designate a strategy for responding to the request, and make arrangements with the user to fulfill the request.

Part B: Copyright

After the images have been selected and the copyright status of the images has been identified, ‘Part B: Copyright’ of the Request for Access and Use of Documentary Multimedia Collection and other Museum Images or Recordings Form is completed.

The Museum grants copyright permission to use images for which it holds copyright as described in this policy and through the Request for Access and Use of Documentary Multimedia Collection and other Museum Images or Recordings Form. 

The Museum holds some images in the Documentary Multimedia Collection whose copyright may be held by outside individuals and institutions.  For those images for which the copyright owner is known, the Museum will only release copies if the copyright owner has previously granted the Museum copyright permission consistent with the request or if the user can demonstrate the owner has provided copyright permission. The Registrar will provide the user with the name of the copyright owner and, if known, the contact information in order that the user may contact the copyright owner in an attempt to attain rights to use the image.

If the source is unknown or if it is unclear whether the material is protected by copyright, it is the responsibility of the requestor to determine the copyright status of the material and obtain any necessary permission before using the material.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology will provide information on origin and copyright as available but is not required to pursue copyright research or seek to acquire copyright permission on behalf of the user.  The user of the image is solely responsible for ensuring that all appropriate copyright permissions are granted before publication.  The Museum is not responsible if the user does not seek copyright permission based on the conditions of fair use.  Staff will not provide legal advice regarding fair use or copyright.  The Museum will only release copies for purposes of private use and research with the user’s acknowledgement of these responsibilities as demonstrated by completing ‘Part B: Copyright of the Request for Access and Use of Documentary Multimedia Collection and Other Museum Images or Recordings Form. 

Part C:  Conditions for Use

The user will be asked to complete the relevant portions of ‘Part C, Conditions’ for Use of the Request for Access and Use of Documentary Multimedia Collection and other Museum Images or Recordings Form.  The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology will annotate the form for those conditions that are not relevant for a given request as ‘N/A.’

“I agree not to handle original images unless I have received approved training and have been given express permission by Museum staff.”

Preservation through special care and handling is a priority for images in the Documentary Multimedia Collection.  In order to minimize damage to the collections inherent in the handling of original images, the following precautions will be taken.  The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or designated staff will supervise access and use.  Movement and handling of original images will be minimized as much as possible.  Individuals examining physical originals of images are required to either:

• Read the Artifact Handling for Documentary Multimedia Collection Users Statement, and sign the Artifact Handling for Documentary Multimedia Collection Users Agreement Form, or
• Read the Artifact Handling Manual and sign the Artifact Handling Waiver Form.

“I understand publication permission is for one time use only and agree to obtain further permission should I wish to publish the image at any time in the future.”

The user must agree to notify the Museum of his/her intent to publish each time the image is used. The specifics regarding the bibliographic information and expected date of publication are requested in the form.  Permission is granted for one-time use only.  The user agrees to contact the Museum again should he/she wish to publish the image in the future.  If the copyright owner provides the user rights to use multiple times, the Museum still requires the user to notify the Museum to re-publish.

“I agree to publish or present the following credit line:  ‘Courtesy of the Spurlock Museum, University of Illinois at Urbana-Champaign.’”

Whenever photographic material from the Museum’s collections is used in a publication or public presentation it is to be accompanied by a credit line that reads:  “Courtesy of the Spurlock Museum, University of Illinois at Urbana-Champaign.”

If the image includes individual objects from the collection it is recommended that the accession number of each object be published along with the image.

“I will provide the Spurlock Museum with one copy, free of charge, of the publication listed above.”

If images from the collection are published, the user will provide a copy of the publication at no cost to the Museum.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology may waive this requirement for publications that are local and easily available such as the local newspaper, or if providing a copy puts undue hardship on the user.

Copies of publications are kept in the Publication Files and documented in the Publication Database.  If the publication is a book it may also be added to the Museum Library Collection.  Depending on the content of the publication, it may also be either copied or referenced in any relevant collections database records, and Exhibit, Object, or Source/Donor files.

“I agree to reimburse the Museum for expenses incurred in responding to the above request for cost of materials, duplication fees, printing costs, or compensation of staff time and resources in the following amount: _____.”

The Museum encourages photographic use and reproduction of its collections for non-commercial educational purposes given available staff, time, and financial resources to fulfill such requests.  For small and limited requests, the Museum will provide such services free of charge.  However, the Museum reserves the right to charge a minimal fee to the user for materials, duplicating, or printing in the amount incurred by the Museum in the process of reproducing the images requested. If the request requires extensive amounts of staff time, the Museum may decline the request or may charge a fee to cover its costs. In such a case the Registrar and Director of Information Technology will consult with the Director to determine the fee amount.  If the request is for commercial purposes, fees to subsidize staff time and resources are applied on a pro-rated basis and levied in an amount subject to the discretion of the Director.  Fees are paid through the Assistant to the Director (Business and Building Manager).

Criteria for Evaluating Requests

Permission is granted on a case-by-case basis and will be evaluated using the following criteria:

• Educational, research, and marketing value of the request in fulfilling the Museum Mission;
• Potential for damage to the objects in the Documentary Multimedia Collection;
• Importance of accessing the original image versus accessing a duplicate image via the database or other formats to reduce handling of the originals;
• Availability of staff and Museum resources to respond to the request;
• Compliance with copyright policy, laws, and regulations;
• Security of confidential information such as location of objects, donor anonymity, etc.;
• Integrity of the Museum, its staff, and collections; and
• Agreement to the Museum’s conditions for use as stated on the Request for Access and Use of Documentary Multimedia Collection and Other Museum Images or Recordings Form.
  

Approval and Implementation of Request

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology may be the primary staff person to implement the request and serve as the Museum contact for the user as determined by the nature of the request and availability of staff.  The Registrar arbitrates assignment of requests within the Registration Section and in consultation with the Director of Information Technology and the Director as necessary.

The Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology serving as primary staff contact person for a given request will evaluate the request based on the criteria above; sign the form to indicate that permission is granted; consult with other staff members who might be involved in fulfilling the request; assist in identifying appropriate images; identify available copyright information as needed; and complete arrangements to fulfill the request.  The Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology is responsible for informing the Registrar of the request; updating the Registrar on the progress of requests; and consulting with the Registrar as necessary.  If there are any special concerns, the Registrar or the Director of Information Technology will consult with the Director or Office of University Counsel prior to approval of the request.

The Registrar is responsible for monitoring agreements, ensuring receipt of promised publications, and maintaining permanent files of completed forms.  The Assistant Registrar for Collections, Assistant Registrar for Acquisitions, or Director of Information Technology is responsible for submitting completed photography forms to the Registrar.