By accessing this resource, you agree to the Spectrum licence.
You should have a policy on reproducing items in your care. This could either be a standalone document or part of a wider collections management policy. Either way, in deciding your policy you will most likely need to consider these questions:
- What reproductions should normally be made during other procedures?
- What standards should be followed for different kinds of intended use (eg file type and resolution)?
- What is your format for naming or numbering reproductions, including digital files and working versions of master copies?
- Where do you store reproductions, including digital files?
- How do you make regular back-ups of digital reproductions?
- How will you ensure that everyone who might make reproductions of your objects is aware of, and complies with, your rights management policy?
You should also have a written procedure that explains the steps to follow when making reproductions of items. Spectrum’s suggested procedure is a useful starting point, but however you do it, your own procedure should meet the following minimum requirements:
|Minimum requirement||Why this is important|
|All new reproductions are made in line with your rights management policy.||You do not expose your museum to risk beyond the level accepted in your policy.|
|Every reproduction has a unique Reproduction number, including working versions of master copies.||You can uniquely identify each reproduction and link it to relevant information.
You do not accidentally overwrite a master copy with an edited version.
|Every reproduction has some kind of catalogue record that includes its Reproduction number and its storage location.||You can quickly find any reproduction when you need it.
You do not build up folders of undocumented images.
|Records of reproductions and original items are linked using their Reproduction number and Object number respectively.||You can easily see from an object record what reproductions exist.
You can easily get information (eg for a caption) about the objects that feature in a reproduction.
|Any intellectual property rights associated with reproductions (as opposed to the original items) are clearly referenced in reproduction records.||You are clear about terms agreed with freelance photographers.
You do not accidentally license an image to someone that is not your copyright.