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Reproduction – suggested procedure

By accessing this resource, you agree to the Spectrum licence.

You should have a written procedure that explains the steps to follow when making reproductions of items. This suggested procedure is useful starting point. It is given as text and also as a workflow diagram. However you do it, your own procedure should meet the minimum requirements of the Spectrum standard.


Requesting reproduction


Clarify the main purpose of the request.

You will often need to make reproductions in the course of other Spectrum procedures. Clarify the main purpose of the request, as your reproduction policy may influence the type and technical specification of the reproduction.


Check that the request is in line with your rights management policy.

Follow your rights management procedure to check that reproducing the items in question is within your rights management policy, and go to Rights management.


Send whoever is carrying out the reproduction the information they need.

Provide the person or organisation carrying out the reproduction the following information for each object:

  • Object number.
  • Brief description of the item.
  • Dimensions of the item as it is and, if relevant, as it will appear in the reproduction (eg an open book).
  • Handling requirements for the object.
  • Storage requirements for the object.
  • Type, size and number of reproductions required (eg digital file, black and white print, scale of model).
  • View required (eg part of item or close-ups).
  • Location of object.
  • Contact name of the person in your organisation.
  • Date by which the work is to be completed.

Do the objects need to be moved?

If the object needs to be removed from its normal location in order to be reproduced then go to Location and movement control.


Make the reproduction.

Documenting the resulting reproduction


Record information about the reproduction.

Record the following information in a catalogue record (treating the reproduction as another kind of object in your collection):

Object identification information

Reproduction information

  • Reproduction number or other unique identifier (such as a digital file name that follows a system set out in your reproduction procedure).
  • Date of reproduction – Reproduction date (use a standard format).
  • The name and contact details of whoever is requesting the reproduction:
  • The name and contact details of whoever made the reproduction:
  • Reason for reproduction – Reproduction reason (use a standard term source).
  • Type of reproduction (eg digital image or analogue photograph) – Reproduction type (use a standard term source).
  • Format of the reproduction (analogue format or digital file type, eg 35mm or JPEG) – Reproduction format (use a standard term source).
  • Status of reproduction among multiple copies (eg master, backup, working copy) – Reproduction status (use a standard term source).
  • Description of the reproduction (which part of the object was reproduced, what else appears in the reproduction) – Reproduction description.
  • Location of reproduction (physically, or in a file system) – Current reproduction location (use a standard term source).

Rights information

Record the copyright or publication right details. These are rights associated with the reproduction itself, rather than with the subject.

  • A reference number for the right being described – Right reference number.
  • Type of right – Right type (use a standard term source).
  • Name and contact details of the holders of the right (there may be more than one):
  • End date of the right – Right begin date (use a standard format).
  • Start date of the right – Right end date (use a standard format).
  • Reference to any documentation associated with the right, including licences or waivers granted to and by you – Right note.
  • The locations of any filed documentation, so that you and others can find it in future – Document location.

Date created: 2017

Publisher: Collections Trust