Smithsonian Institution Archives Reproduction Policy
Smithsonian Directive 805 (formerly Office Memorandum 707) dated April 22, 1992, pennits Smithsonian bureaus
to charge fees for the right to reproduce images in their collections. This document establishes the policy and fees in
effect at the Smithsonian Institution Archives (SIA). It is a supplement to, and not a replacement ofSD 805.
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Two types of charges apply under this policy:
Photographic Production Fee: This covers costs for duplication work done by SIA.
SIA Reproduction Usage Fee: This is charged if the reproduction will be used for commercial for-profit
purposes. This fee is waived if the project meets the conditions for a non-profit or scholarly endeavor
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All researchers wishing to reproduce SIA photographs for use in electronic or broadcast media, books,
periodicals, theses, dissertations, or for any other purpose must apply for written permission. A form is
provided for this purpose, but an email or letter containing the necessary information is also accepted. This
process ensures that three elements are considered: copyright, citation and credit, and reproduction usage
fees
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Payment of the SIA reproduction fee specified is required in addition to the completed permission form,
countersigned by your office, for full permission to reproduce the image.
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Permission is granted for one-time, non-exc1usive, world-wide use in all languages of an image or images.
Re-use of the image or images in a different publication will require a new application for permission.
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The image shall not be used to show or imply Smithsonian Institution Archives or Smithsonian Institution
endorsement of any commercial product or enterprise, or to indicate that the Smithsonian Institution
Archives or Smithsonian Institution concurs with opinions expressed in, or confIrms the accuracy of any
text used with the image.
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SIA photographs are obtained from many sources and are intended primarily for research and educational
purposes. Certain works may be protected by copyright, trademark, or related interests not owned by the
Smithsonian Institution. Permission will be granted only to the extent of the Smithsonian Institution's
ownership of the rights relating to your particular interest. The responsibility for ascertaining whether any
such rights exist, and for obtaining all necessary permissions remains with the researcher.
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Credit shall be provided to the Smithsonian Institution Archives (SIA) as the source of the image. The
citation to be used is as follows:
Smithsonian Institution Archives. Image #~_ _
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As a condition ofthe permission, SIA may request a copy of the fmished product for its files.
Please notifY the Archives upon publication.
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When collection items are reproduced online, the SI Archives requests a link back to its website:
http://siarchives.si.edul
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The Smithsonian Enterprises Product Development and Licensing (http://www.si.edulpdlI) arranges with
publishers and manufacturers to produce replicas and facsimiles of collection items with royalties paid to
the Smithsonian. Reproductions for calendars, greeting cards, games, toys, and similar products are
arranged through that office rather than through book and periodical reproduction procedures. Waivers of
licensing arrangements for non-profit projects are possible, but must be approved by PD & L. SIA staff
will advise requesters to contact PD & L when appropriate.
Revised 113/2012
o
Smithsonian Institution Archives
Archives Division
REPRODUCTION USAGE FEE GUIDELINES
(effective October 1, 1999)
1. FEES. Fees are for one-time, non-exclusive, one-language, world-wide use of an image. Re-use of the
material in a later edition or in another publication or format will be considered a new request.
Payment is accepted in checks or money orders drawn on U.S. banks and payable to "Smithsonian
Institution." International money orders must be payable in U.S. dollars through a U.S. bank. We cannot
accept cash or credit cards.
Usage per image
Black & white
Color
One-time editorial use (textbook,
exhibition catalogue, magazine,
documentary film, video, etc.)
$50.00
$100.00
One-time non-editorial use (cover,
book jacket, record album, etc.)
$100.00
$200.00
$100.00
Special media use (commercial motion
picture, television, videotape, internet, etc.)
$200.00
Personal Photography Fee
$50.00 per hour, or fraction thereof.
Commercial product
Permission is discretionary and subject to licenses
which may be negotiated by the SI's Office of Product
Development and Licensing.
Advertising
Permission is discretionary and subject to review by
other SI offices. Fees are separately negotiable.
Other uses
Permission is discretionary.
2. OTHER FEES. In addition to the reproduction usage fee, there will be applicable production fees
imposed by the Office ofImaging, Printing and Photographic Services (OIPP) for purchase of photographic
materials, original photography, or other services and materials.
3. WAIVER FOR SCHOLARLY OR NON-PROFIT USES. Applicants may request a waiver of fees for
reproduction of an image for non-profit or scholarly purposes. Approval of the waiver is at the discretion
of SIA. See "Reproduction Policy" for details.
4. PERMISSION TO REPRODUCE. Terms and conditions for reproduction are specified in writing by the
SIA Reference Archivist. Payment of the SIA reproduction usage fee is due on receipt of invoice. Fees are
non-refundable. When paid, the receipted invoice together with the counter-signed permission form
constitute official authorization.
APPLICATION FOR PERMISSION TO REPRODUCE IMAGES
Patron Name: .......................................................................................................................... .
Institutional Affiliation: .......................................................................................................... .
Address ...................................................................................................................................... .
Phone: ...................................................................................................................................... .
Requests permission to publish Smithsonian Institution Archives' images in the following:
Book. .... Journal article ...... Media Production .... Internet site ...... .
Other (Please state) ................................................................................ .
Title: .................................................................................................. .
URL .............................................................................................................................................. ..
Author. ........................................................................................................ ..
Publisher/Producer ......................................... :......................................................................... .
Date of
publication/release/broadcast ............................................................................. .
No. of copies to be
produced ................................................................................................... ..
Scholarly/non-profit publication waiver requested: yes ................. No ................... .
Image(s) Requested (Please include description and image number; attach additional sheets if
necessary):
I agree to abide by the terms set forth in the SIA "Reproduction Policy" and "Reproduction
Usage Fee Guidelines":
Patron signature and date
· ... Permission with a scholarly publication wavier is granted
..... Permission is granted on receipt of a signed copy of this form and a fee of.......... .
Please credit the images with the following format: Smithsonian Institution Archives. Image #
SIA Staff Member Signature and Date
Smithsonian Institution Archives
PO Box 37012, MRC 507
Washington, DC 20013-7012