Visual Materials Policy

Ordering Reproduction Scans

To order image reproduction scans complete a Visual Materials Request Form. Please note, the Georgia Archives does not make photographic reproduction prints. You are welcome to take the digital files we send you to a print shop or office supply store and have prints made to your specifications. Possessing a reproduction of an image or a record does not constitute permission to publish, exhibit, or broadcast. For more information, see the Requesting Permission to Use section.

To order reproduction scans mail or e-mail the completed and signed form to:

Georgia Archives, Visual Materials
5800 Jonesboro RD
Morrow, GA 30260
archives-photos@usg.edu

Scan Fees:
Visual materials scan Original size is 11”x17” or under	$6.00
Large Print or map collection scan Original size is over 11”x17”	$10.00
Mailing Fees:
Mailed CD in-state	$3.00
Mailed CD out of state	$5.00
Pick up CD in person	No charge
Downloadable file	No charge

Requesting Permission to Use

If you wish to exhibit, broadcast, or to publish, in print or on a website, you must request permission from the Georgia Archives. The Georgia Archives charges non-profit and commercial use fees to support the maintenance of the collections.

Step 1: Request

Send a request for permission to use. In your request, include the following specifics about your project:

• Books, articles or other publications: include the author’s name, title, subject matter and what the image will be used to interpret, publication/publisher’s name, date of publication, number of copies to be printed, and if it will be published in print or electronic publication or both.
• Web use: include the web site name and address, publisher, author, subject matter and what the image will be used to interpret, and dates the images will be available.
• Exhibits: include the name and location where images will be displayed, subject matter and what the images will be used to interpret, if it will be an on-site exhibit, an online exhibit, or both, and dates the exhibit will be shown.
• Video: include the creator’s name, studio/production company name, title, subject matter and what the image will be used to interpret, distributor, date of broadcast, and distribution.

Write or email this information to:

Georgia Archives
5800 Jonesboro Road
Morrow, GA 30260
archives-photos@usg.edu

We must know the specific image numbers of the images you wish to use before we can review a request to grant permission and make a decision regarding use fees.

Step 2: Assessment & Contract

Your request will be reviewed by archives staff to determine if any use fees may apply; if they do, a use fee will be assessed. Please note that once we have assessed the use fees, we will have a contract that will need to be signed and returned to us as part of the use agreement. At this time, it is taking us at least one month to assess and return these contracts once they have been submitted.

Step 3: Payment & Delivery

Once the contract is complete, you will be given payment instructions. Once the payment has been made, you will receive a copy of your receipt. Scans, if requested, will be sent and staff will give you a citation for the image(s) to be included in your project.

Conditions of Use

• Images should not be presented in any way that does not accurately describe the content, time period, or geographic location of the image.
• Images may not be altered other than cropping or removal of dust and scratches. Images may not be colorized or drawn upon.
• All images must be accompanied by a credit line. This includes all media in which the images appear. The credit should include the following elements: Georgia Archives, collection name, image number. The photographer or creator should also be credited if known. In a publication or website, the credit must accompany the image. In a video or film it may be placed in closing credits. A credit line will be provided to you during the order process.
• The Archives does not grant use of images in perpetuity or for all locations in the universe. Permission is granted for one-time use only. Permission is not exclusive and is not transferable.
• Use fees cover a period of five (5) years. Permission may be granted for an additional five years for an additional $20 (non-profit) or $100 (for-profit) use fee. Permission may be requested again at the end of the use term.
• Later editions of books will require an additional request for permission to use images.
• The Archives reserves the right to withhold permission for any use in violation of the donor agreement.
• A complimentary copy of any published work, video, or other final production must be provided to the Georgia Archives if requested.
• Images must not be donated to another archives, library, collector, or image distributor.
• Use of images in print, e-book, and ancillary teaching materials are assessed separately, each counting as a single use. If you intend to use images in ancillary teaching materials or derivative works, please specify in your request what those materials will be, i.e. teacher’s guides, workbooks, lesson activities, concise editions, etc. Please note, images may not be included in image banks or galleries that make images available to users.
• Images may not be distributed to a third party.
• Images may not be displayed at any resolution higher than 72dpi in electronic media, including e-books, social media, and websites.
• Any images published on the web, including videos viewable online, must include a watermark. Watermarks are placed in the corner, not obstructing the image. A watermarked version will be provided by the Georgia Archives.
• Same day service for image orders is not available.

Use Fees

The standard for-profit single use fee is $100.00 per image.
The standard not-for-profit single use fee is $20.00 per image.
If you ask for consideration in having the use fees reduced or capped, include documentation to support your request. Please advise us of any deadlines you have.

Payment

You may pay by check or by credit card (MasterCard, Visa, or Discover) over the phone. If you wish to pay by credit card, let us know when making your request and we will provide you instructions for doing so. Please make checks payable to the Georgia Archives and mail to the address listed on the Visual Materials Reproduction Request form.

Questions about Visual Materials

If you have questions about the visual materials collections held by the Georgia Archives, or questions about the visual materials order process please contact John Whitehurst at archives-photos@usg.edu or 678-364-3742 or submit questions to the Ask an Archivist web feature.