GENERAL INFORMATION AND PROVISIONS:

 The Cumberland County Historical Society is a 501 © 3 non-profit entity whose purpose it is “to collect, preserve, interpret and promote research of the history of Cumberland County, Pennsylvania, from the first Native Americans to the present.” The Society’s collections are privately held, maintained and made available to the public for research purposes at the discretion of the governing authority of the institution. The Society is not a public library, public archives or governmental body.

The Society is the repository of many historic records of Cumberland County Government. Copies of these records either in paper, photographic, or electronic format will be provided to patrons subject to the laws of the Commonwealth of Pennsylvania.  Any copy of these records is not “official” and will not bear an authorized seal of any county agency.  These records will not be stamped with a byline from Cumberland County Historical Society. Patrons interested in obtaining official copies of county records must contact the county directly.
 
The collections of the Cumberland County Historical Society are significant and enduring resources for the study and documentation of the history of Cumberland County, Pennsylvania. The Society realizes the visual value of its collections for a wide variety of educational, commercial, and public relations applications. With this in mind it shall be the policy of the Cumberland County Historical Society to make available reproductions of its collections subject to the following conditions, procedures, and fees.

For the purpose of this document “reproduction” shall be defined as the electronic or mechanical production of an image illustrating an artifact, photograph, audiotape or any other material owned by the Cumberland County Historical Society. The following media shall be included in this policy: photograph, slide, print, negative or other types of still photographic media, digital format (either through a digital camera or scanner), audio materials and video reproduction.

All individuals, institutions, organizations and companies desiring photographic image or images of artifacts, photographs, or library materials held within the Society’s collection must first consult the staff of the library, photo archives, or museum. Orders for photographic reproduction of objects, photographs, and material must be made using the appropriate form.

Commercial media companies and their employees covering news related items in conjunction with a new acquisition, exhibit opening, special event, program or other activity which is publicity or news related shall be allowed, with prior approval from the appropriate staff member, to record photographic image or images of the holdings of the Cumberland County Historical Society. No fee will be charged.

The staff of the CCHS reserves the right for any reason to deny, limit or restrict any reproduction request. The appropriate staff member of the CCHS will provide a reason for the denial, limitation or restriction in writing to the requestor. Possible reasons for modifications or refusal of reproduction work could include, the fragile condition of the artifact, photograph, or other materials, or intellectual, privacy or copyright issues.

Patrons agree not to publish, reproduce, display or distribute any reproduction of material or objects provided to them by the Cumberland County Historical Society, without securing the appropriate permission and the payment of usage/publication fees.

Violations of any portion of this policy by a patron could result in the loss of research privileges and/or legal action.

The director of the institution has the right to waive fees and other provisions of this policy. Application for a waiver of fees or provisions must be in writing (fax, letter or email) and sent to the attention of the director.

REPRODUCTIONS:

The Society asks that all reproduction orders be prepaid. For patrons’ convenience, the Society does accept Visa and MasterCard, as well as checks and money orders. Checks and/or money orders should be made payable to the “Cumberland County Historical Society.”

Orders may take up to four weeks to complete. Rush Service may be available at an additional cost. Patrons desiring rush services should consult the appropriate department head for details and availability of this service.

The Society does not rent images for reproduction purposes.

Reproduction of any part of the Society’s collections does not constitute permission to use or publish. See the document entitled “Usage/Publication Policy.”

Paper Photocopies:
 A staff member or their authorized representative will make all photocopies of Society materials. These copies will bear a stamp denoting the material is from the collection of the Cumberland County Historical Society and may be protected by current copyright laws.

 Personal copiers are prohibited at the Cumberland County Historical Society.
 
 

Microfilm Reproductions:
 Patrons desiring paper copies of microfilm records held by the Society can make copies of the microfilm on the Society’s microfilm printing machines located in the library reading room. During crowded days a 30 minute per patron time limit may be placed on the microfilm printing machines by the library staff while others are waiting.

Number of Paper Copies:
Paper copies are limited to 25 copies per patron, per visit, per department. The appropriate staff member  must approve requests for additional copies and, if approved, the patron will incur an additional surcharge for each increment of 25 copies made.  During busy periods staff may determine that copies cannot be completed within the day. In this situation a patron’s order may be completed at a less busy time and the copies will be mailed to the patron. The patron will pay mailing costs.

The Society will not reproduce a monograph in its entirety.

Scanned Digital Images:
Self-scanning of paper documents (such as original manuscripts), or printed matter held within the Society shall not be permitted. This includes flat bed scanners, document feeders, hand-held scanners (OCR, Optical Character Recognition), microfilm scanning devices and/or equipment and wand devices.

Three-dimensional objects will not be scanned.

The CCHS, with the approval of the appropriate staff member, can upon request, provide a patron with an electronic image produced from a scanner of a two-dimensional item which does not exceed 8” X 14.” All such requests must be made in writing. This image will be provided to the patron on a sheet of photographic paper printed on the Society’s ink jet printer, on a CD-ROM, or emailed to the patron. Images placed on compact disk or on photographic paper will be scanned at 300 DPI and placed in TIFF format. Higher or lower resolutions, as well as different formats, are available upon request. The Society does not crop any image or archival documents during scanning. The appropriate staff member of the institution may deny permission to scan any item if it is felt the scanning could be detrimental to the preservation of the document or photograph. There is a fee for this service and shipping and handling fees also apply.

This electronic image shall be for personal use only.

Digital Photography:

Digital photography by a patron of any item or object held in the Photo Archives, Library or Museum shall not be permitted except under the following circumstances:
1) The requestor is a student and he or she is using the image for a school related project, paper or presentation. Proof of student status may be required.
2) The requestor is a faculty or staff member of a non-profit organization such as an educational, governmental, or university archives or museum and is conducting scholarly research for non-publication purposes.
3) The requestor is part of a professional media organization seeking to use the material for a documentary, educational film, news release, or public service announcement

The use of a flash is strictly prohibited.

The number of digital images allowed by a patron who fits the above criteria will be limited to three per project.

A member of the staff, or their designated representative, will digitally photograph items currently in storage and not on public display. The requestor will incur a charge. The image (in JPEG) format, generated from the Society’s digital camera, will be emailed, printed on photographic paper, or placed on a CD-R disk as requested by the patron. For images printed on photographic paper or “burned” to a CD-R and mailed to the patron, a shipping and handling fee will apply.

Patrons desiring a more professional digital photograph must hire an outside professional photographer approved by the Society. For fees for this service please see the “Photo Copy/Photographic and Audio Reproduction Fee Structure.”

Still Photography:

Still photographic reproduction by a patron in the Photo Archives, Library or Museum shall not be permitted except under the following circumstances:

1) The requestor is a student and he or she is using the image for a school related project, paper or presentation.
2) The requestor is a faculty or staff member of a non-profit organization such as an educational, governmental, or university archives, library or museum and is conducting scholarly research for non-publication purposes.
3) The requestor is part of a professional media organization seeking to use the material for a documentary, educational film, news release, or public service announcement

The use of a flash is strictly prohibited.

The number of still images allowed by a patron who fits the above criteria will be limited to three per project.

Patrons desiring a still photographic image of a item currently in storage, or a more professional image of an item in the Cumberland County Historical Society collection on display, must hire a professional photographer approved by the Society.

The Society shall receive a copy of any such professional photographic work in the format recorded and shall be free to use the image in any way it sees fit.

Copies of still images held by the Society’s Photo Archives, including prints and 35MM slides, can be purchased. For fees see “Photo Copy/Photographic and Audio Reproduction Fee Structure.” For use and publication of images additional fees apply.

Audio Reproduction:

Audio duplication of the Society’s audio holdings will be priced on a per request basis, based on length of duplication and media. A company selected by the Society does all such reproductions of this nature.

Video Reproduction:

Video reproductions by a patron of items in the Photo Archives, Library, or Museum shall not be permitted except under the following circumstances:

 
1) The requestor is a student and he or she is using the image for a school related project, or presentation.
2) The requestor is a faculty or staff member of a non-profit organization such as an educational, governmental, or university archives or museum and is conducting scholarly research for non-publication purposes.
3) The requestor is part of a professional media organization seeking to use the material for a documentary, educational film, news release, or public service announcement.

Video reproductions of the Society’s video holdings are priced on a per request basis depending on length of recording desired and media utilized.
 

OVERSIZED AND SPECIAL MATERIALS

All oversized paper documents such as maps, architectural drawings and plans, as well as photographic images too large or unable to be reproduced by the Society’s equipment must be sent out for duplication to a company chosen by the Society. These items are priced on an individual basis, based on their size and media type. The appropriate staff member will furnish a requestor with a written quote for the cost of any such reproduction prior to initiating this work. As with any other part of the Society’s collection, any item judged in the opinion of the proper staff member to be unsuitable for reproduction because of its condition, will not be photographically reproduced.
 

Paper Photocopies:

    Single Sided Page is $.50 per page

    Double-Sided copies are $1.00 per page

    Surcharge for additional copies is $2.00 (for each increment of 25)

Paper Copies of Microfilm Holdings:

    $.75 per page

Electronic Images Generated by the Society’s Scanner

    $15.00 per image (images are 300 DPI in TIFF Format). Other formats and resolutions are
    available upon request.
    Image is placed on a CD-R or on photographic paper printed from the society’s ink jet printer.
    Images over 150 dots per image cannot be emailed to the patron.

Society Generated Digital Photography of Items Currently in Storage:

     $25.00 per item. Image is placed on photo paper from the society’s ink jet printer or on a CD-R
    at the request of the patron. Image can also be emailed.

Professional Still Photographic Images of Items in Storage or on Display:

     Patron will bear all expenses to hire a professional photographer approved by the Society.

    $100.00 per business day facility fee

    $25.00 per item for items in storage

Still Photographic Duplication :

     5" X 7”- $10.00 per image

     8" X 10”- $15.00 per image

     11" X 14” - $25.00 per image

     16" X 20” - $35.00 per image
 

35 MM Slide (Original or Duplication of Existing Slide) :

     $10.00 per slide

Audio Duplication:

     This service is priced on a per request basis depending on length of recording
    desired and media utilized.

Video Duplication:

    Video reproductions of the Society’s video holdings are priced on a per request basis
    depending on length of recording desired and media utilized.

Rush Service:

    Rush orders will be accepted based on outside contractor’s capabilities. The charge for
    this service, when available, is 300% over the regular production fee.

    Oversized or Special Reproduction:

     This service is priced on a per request basis depending on size of item.

Shipping Fees:

All orders requiring shipping will be sent via the United States Postal Service. The fee for processing and mailing an order will be a minimum of $5.50 per order to any United States postal address. Orders sent outside the United States will be calculated on an individual basis. Patrons desiring any special services such as air mail, express delivery, insurance, proof of delivery, return receipt requested etc., shall pay the standard postal service rate for any such services requested. These charges are above and beyond the minimum $5.50 processing and mailing fee.  The Society is not responsible for orders lost or damaged in shipping. New shipping and reproduction fees will be required for orders lost or damaged in transit.
Orders can be sent at the patron’s expense via FedEx or UPS, or other carrier, by providing the Society with the appropriate account number.

In all cases the Cumberland County Historical Society reserves the right to review any draft publication in any format whatsoever for appropriateness of content, historical accuracy, and stylistic presentation as it relates to objects and material from the Society’s collections. The Society is greatly concerned with how such photographic reproduction illustrates its objects, photographs, or other materials. The Society may refuse to grant permission for the use or publication of any image for any reason, if it feels the use or publication of the image does not best suit the mission, goals and general policy of the Society as it relates to the education and promotion of the history of Cumberland County. The Society also reserves the right to revoke or deny the use of any image from the collections of the Cumberland County Historical Society in any future publication or public venue (Website use) at any time. The appropriate staff member  will inform the user in writing of such revocation in a timely fashion.

Individuals, institutions, agencies and organizations desiring to use any image of the collections of the Cumberland County Historical Society must first fill out a Permission to Use and/or Publish Form. Patrons must complete this form legibly and return it, dated and signed, to the Cumberland County Historical Society. This form must bear a true signature of the applicant (no fax or electronic form of this document will be permitted.) Upon return of the completed request, the appropriate staff member of the Cumberland County Historical Society will approve or deny the request. Any form illegible or incomplete will be returned to the requestor without action for resubmission.

Rights to use or publish any image from the Cumberland County Historical Society shall be contingent upon the fact that the requestor agrees to all the conditions contained within this document and the Permission to Use and/or Publish Form.

Failure of the requestor to abide by the conditions prescribed for the use and publication of any image containing material owned by the Cumberland County Historical Society will constitute a breach of agreement and result in forfeiture of permission and possible legal action.

Any image or images of an item, object, document, or other materials which are owned by the Cumberland County Historical Society shall not be reproduced in any form and given to a third party under any circumstance. Materials shall not be incorporated into another institution’s archives, museum, or special collections department without the express written permission of the Society.

No image of materials owned by the Cumberland County Historical Society may be modified or edited either mechanically or electronically in any form for use and/or publication. Modifications include, but are not limited to, cropping of image, the addition of watermarks, titles and/or texts printed on the image and/or enhancement, without express written permission from the Society.

Materials electronically appearing on the Society’s web site may not be reproduced, saved, or “lifted” for any purpose. This includes, but is not limited to, the incorporation of the image on another Web Page whether private or commercial without the expressed written consent of the Society.

Some materials owned by the Cumberland County Historical Society may be protected by current copyright regulations. Outside the provision of the copyright law known as “fair use,” the Society reserves the right not to allow the reproduction of any part of its collections if it feels that said reproduction would be in violation of the copyright law. In other cases while the Society may own an individual item, mere ownership does not constitute ownership of certain literary or intellectual rights. The patron assumes full and sole responsibility regarding any issue of rights, including but not exclusive to, rights of privacy, copyright, intellectual rights and/or literary rights.

Use and/or publication of video or audio footage held by the Society will be strictly monitored. Requestors desiring use and/or publication of this medium for a motion picture, documentary, television broadcast, videocassette, or other similar presentation, must secure additional permission/rights from any person or staff member of the Cumberland County Historical Society illustrated on this visual or audio recording. The Society reserves the right to request a copy of these permission documents prior to the approval of usage and/or publication.
 

Attribution:

Images approved for use or publication from the Cumberland County Historical Society will be credited, “Cumberland County Historical Society, Carlisle, PA.”

 Fees are granted for one-time, non-exclusive use and for the number of copies specified in the Permission to Use and /or Publish Form. Any subsequent printings, new editions (new ISBN numbers) and/or different versions such as paperback releases of a formerly hard cover title require new permission and additional fees. All fees listed below are for each image used in each individual publication. “One time” use means for each media used and/or published. Therefore a published book, which bears an image from the Society’s collections with a companion CD-ROM, that also bears an illustration of the same item or object constitutes two uses. A video documentary shown on television, which is then sold as a videocassette, or DVD, both of which bear an image used from the collections of the Cumberland County Historical Society constitutes two usages.

Commercial Publication in a Printed Source (inside body)- such as a book, article, essay, monograph or calendar with a printed run of 1-999 is $10.00

Commercial Publication in a Printed Source (inside body)- such as a book, article, essay, monograph or calendar with a printed run of 1,000-4,999 is $20.00.

Commercial Publication in a Printed Source (inside body)- such as a book, article, essay, monograph or calendar with a printed run of 5,000 or more copies is $50.00.

Commercial Publication in an Electronic Format (inside body)-such as a CD-ROM or DVD format of a 1-1,999 run is $50.00.

Commercial Publication in an Electronic Format (inside body)-such as a CD-ROM or DVD format for a run of 2,000 or more is $100.00.

Commercial Publication in a Video Format- such as television program, movie, commercial segment, or videotape is $100.00.

Commercial Publication for the purpose of a “Cover” Illustration- on a book dust jacket, CD jewel case, CD-ROM, magazine cover or videocassette cover is $100.00

Web Site Usage- Use of an image from the collections of the Cumberland County Historical Society on a personal or commercial website is $100.00 per year. Images for web use will be of low resolution only (72 DPI).

Members of the Cumberland County Historical Society shall receive a 10% discount off the fees listed above.

Video and Audio Footage- for a motion picture, documentary, or presentation is $200.00 per each  “air” minute. Any fraction of a minute is billed for the entire minute of use.

Non-Profit entities shall pay 50% of the commercial fee rate.

Society Copy:

The Society requests one complimentary copy of all publications for its collections.
 

Permission to use and/or publish materials owned by the Cumberland County Historical Society may be granted upon request. In most cases literary, or intellectual property rights were not transferred to the Society, therefore the user and/or publishing party assumes full and sole responsibility for any and all issues related to rights, including (but not exclusive to) copyright, privacy, intellectual, or literary rights.

Permission for use and/or publication does not take effect until a signed copy bearing the appropriate staff member’s signature and the signature of the requestor on this form has been received by the Society.

Permission is for one-time use only and is non-exclusive.

Subsequent or multiple editions or publications are subject to additional usage fees.

Patron must send a complimentary copy of any material where reproductions of item or items from the Cumberland County Historical Society were used and/or published to the above address within a sixty-day period.

Attribution must read: “Cumberland County Historical Society, Carlisle, PA.”

Each illustration must be individually credited.

I understand and concur with the above statements. I have read the Cumberland County Historical Society Usage/Publication Policy and fully agree to adhere to all points stated within this document.
 

Name (Please Print)_____________________________________
 

Name (Signature) _______________________________________
 

Company/Agency/Organization (if applicable)_________________________________
 

Address_____________________________________________

 _____________________________________________
 

Phone Number (_____)_______________________
 

Email Address______________________________
 

Website URL (If applicable)_______________________

Title of Publication/Project/Website/Paper, etc.____________________________
 

Number of copies to be published and/or produced_________________________
 

Publisher’s Name (if applicable)________________________________________
 
 

Publisher’s Address (if applicable)______________________________________
 
 

Publishers Phone Number (if applicable) (_____)_______________________
 
 

Date of Publication (if applicable)_____________________________________
 

Images Requested for Use and/or Publication

 Collection #   Description

1)

2)

 3)

 4)

 5)

 6)

  List additional requests on a separate sheet.
 

STAFF APPOVAL:
 

Name (Please print)___________________________
 

Name (Signature)_____________________________

Title_________________________________________

Date________________________________________