HISTORICAL PAPERS RESEARCH ARCHIVE
AND WITS DIGITSATION CENTRE
UNIVERSITY LIBRARIES
RIGHTS AND REPRODUCTION GUIDELINES
In general, the Library will consider requests for limited reproduction of material held by the Library
for the purpose of research, teaching, learning, exhibition, or publication, provided that such duplication
can be done without physically harming the materials and when duplication does not violate
confidentiality, donor agreements, copyright restrictions or any other restrictions or legislation.
The Library has the right to charge reproduction, processing, and handling fees, as well as royalties,
where appropriate.
All fees shall be paid in advance of processing orders. Orders are filled on a first-paid, first-processed
basis, without exception. We are not able to accommodate rush orders. The Library reserves the right not
to process orders for researchers with unpaid balances at the Library or any other Wits facility.
The relevant reproductions application form must be completed before reproduction can take place.
Reproduction fees vary according to the purpose for which items are to be used, and may be altered or
waived at the discretion of the Library. Fees may be modified if the image is used for non-commercial
purposes. Processing costs remain constant for all transactions.
To receive reproductions of copyrighted materials, you may first need to seek written permission from the
copyright holder. In some cases, Library staff can provide you with contact information for the holders of
copyright in the materials sought. However, the researcher assumes all responsibility for ensuring that
copyright laws are observed and that all necessary permissions are secured in writing prior to publishing
or distributing materials from the Library. The researcher must supply written proof of copyright
permission from the copyright holder before reproduction and digitisation can take place.
Permission to reproduce and/or publish, when granted, is for a single, non-exclusive use in one
publication or production (book, periodical, TV production, website, etc.) Later or different use,
including subsequent editions, reprints, or any other reproduction by photographic or electronic means
constitutes re-use. Permission must be separately negotiated for re-use and may require additional fees.
These reproductions may not be made for, or donated to, other repositories or further reproduced without
prior written permission from the Library and/or the copyright holder.
All reproductions must be accompanied by ownership credit as well as the correct citation. The following
acknowledgment/credit must be used: “Reproduced with permission courtesy of [name of specific
collection], Historical Papers Research Archive, the Library, University of the Witwatersrand,
Johannesburg”.
Materials will be processed and permission for use will be granted only upon receipt of completed forms,
proof of copyright compliance and payment in full.
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The Library would appreciate receiving copies of any magazines, books, films, articles or exhibit
catalogues using items from its collections.
In the interests of preservation, fragile documents may not be digitised or copied.
Cropping or enhancement of images requires the Principal Curator’s approval and must be cited as
“cropped image”.
Using cameras in the Reading Room
The use of cameras (e.g. digital) by researchers to make copies of certain archival records is permitted.
The service relates to the use of cameras only. You may not use any device which comes into contact
with the record, such as a flatbed scanner or hand held scanner that is moved across the face of
documents.
You may not:
• use a tripod or photographic flash
• disturb other researchers
• damage records or treat records in a way likely to result in damage
• use the camera in areas other than the area designated for photography
• photograph records except for the purposes of research or study
• further reproduce or publish material that is still in copyright unless you have the permission of
the copyright holder.
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HISTORICAL PAPERS RESEARCH ARCHIVE
REPRODUCTION AND SUPPLY FEE SCHEDULE FOR 2015
(Fees exclude VAT)
The fees below are not copyright licensing fees. Reproduction and handling fees are payable for
commercial use and direct reproduction of our images, including publication, display and broadcast in
various media. Reproduction fees vary depending on how the images will be used.
The Reproduction and Supply Fee Schedule has been approved by the Senate Library Committee of
the University of the Witwatersrand. All prices and services listed below are subject to change
without notice.
Purpose
Research, teaching and academic use
Publication
Film/Documentary
Exhibition
Exhibition – if permanent and where Wits
owns copyright or can licence use
Calendars, diaries, posters,
prints, cards
Advertising, commercial purposes, etc.
Provision of Blank CD/DVD
Oversized items
Fee
R100.00 for 10 items or less
R200.00 for 11-20 scans
R500.00 for 21-50 scans
R250.00 per item
R1000.00 for the first 20 scans and thereafter a
charge of R100.00 per scan will be charged.
Includes on-site photography or videotaping per
hour (or part thereof)
R1000.00 per item (commercial)
R200.00 per item (non-profit)
R5000.00 per item
R300.00 per item
R500.00 per item
R15.00 each
An additional fee of R150.00 per hour or part
thereof will be added
Images are usually supplied as Jpegs or Tiffs for publication. For Web publication images are supplied as
72dpi Jpegs.
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HISTORICAL PAPERS RESEARCH ARCHIVE
REPRODUCTION APPLICATION FORM
This form constitutes a binding agreement between the signatory or the body they represent and the
University of the Witwatersrand, Johannesburg.
Name……………………………………………………………………………………………………
Address…………………………………………………………………………………………………
Telephone …………………………………..Email………………………………………………….
VAT number (if applicable)……………………………………………………………………………...
DETAILS OF ITEMS FOR WHICH REPRODUCTION IS REQUIRED
Collection No.
Item No.
Description
Copyright/IP Holder
Copyright Clearance Date *
* Where applicable please also supply written proof from copyright holder of copyright clearance
PURPOSE OF INTENDED USE – please circle all intended uses
Personal or research use only
Publication / TV broadcast / DVD / Film / Exhibition /Web/Other
If ‘Other’ (please specify):…………………………………………………………………………….
Title or URL of publication:…………………………………………………………………………………
Publisher, Director or Author:……………………………………………………………………………...
Theme of publication or production:………………………………………………………………………...
Print run (if publication):……………………………………………………………………………...……..
Distribution territory:………………………………………………………………………………………...
Anticipated publication or release/viewing date:……………………………………………………..……..
DECLARATION
I have read and agree to abide by the conditions outlined in the Historical Papers and Wits Digitisation
Centre Reproduction and Supply Fee Schedule and the Historical Papers Rights and Reproduction Policy.
…………………………………………………………….
Authorised Signature of person requesting photograph
……………………………
Date
………………………………………………………….
Signature of University of the Witwatersrand Representative
……………………………
Date
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