Kesse, Erich/Negotiation and Documentation of Distribution Rights for Imaged Resources "Copyright Information"------------------------------------------------- This document is the product of the University of Florida Libraries which claims Copyright (1994). The document may be copied, in any format, for all uses excluding those for profit. Alteration or revision is allowed contingent upon removal of any and all references to the State of Florida, the University of Florida, and the University of Florida Libraries. "Status"---------------------------------------------------------------- This document is currently pending review by the University's Legal Counsel. While the Libraries are reasonably certain of its accuracy, claims to its validity can not be assured. Revision will be posted as soon as review is completed. Regardless of the University of Florida's review, review should be conducted also by other institutions contemplating use of this document. "New Page"-------------------------------------------------------------- NEGOTIATION AND DOCUMENTATION OF PAPER, MICROFORM AND ELECTRONIC DISTRIBUTION RIGHTS FOR IMAGED RESEARCH RESOURCES. Introduction. Microfilming and electronic imaging are used by the University of Florida Libraries both as a means of acquisition and preservation. Either product can be used subsequently to generate paper, microform or electronic reproduction. Copyright legislation delimits use, future reproduction, and dissemination of these imaged materials. Generally, for items protected by copyright, those imaged for preservation must replace originals for purpose of use while those imaged as a means of acquisition are restricted to normal library uses. Images of protected titles may not be reproduced subsequently except for preservation replacement. Distribution through sale and access via servers is prohibited. >From time to time however, the Libraries wish or are asked to sell copies of imaged materials to other libraries and researchers. And, as electronic images increase, dissemination of these images will necessitate management via networked servers. Paper, microform or electronic distribution rights must be procured from the copyright holder to sell or otherwise distribute protected materials. Policy Statement. * This policy pertains only to materials protected by U.S. Copyright Law (Title 17, United States Code). * Preservation imaging and imaging as a means of acquisition shall be done in accord with U.S. Copyright Law. * Imaging for as a means of acquisition also shall be governed by Collection Management Manual, Preservation Bulletin No. 7.5, "Guidelines for Reproduction of Materials Not Held by the University of Florida Libraries", which specifies procedure for obtaining permissions. * Sale or distribution of reprographic products also shall be governed by Library Policy & Procedures Manual, B-5, "Duplication and Sale of Reprographic Products to Libraries and Archives", which specifies assurances of legal sale or distribution of imaged materials. * Imaged materials which have either sales/distribution potential or which will be managed and accessed via networked servers must have Microform or Electronic Distribution Rights assigned to the University of Florida Libraries prior to subsequent reproduction or electronic access-via-networked-server. * Responsibility for procuring distribution rights shall rest with the Preservation, Special Collections, or Systems departments, whichever is responsible for maintaining duplication masters of the imaged materials. * An archive of Distribution Rights shall be maintained by the Preservation Department. Documentation shall be retained until the title for which distribution rights are extended has entered the public domain. * Value-added portions, if separable from the imaged materials and produced by the University of Florida, shall be deemed the product of the University of Florida and shall exempt from this policy. Procedure. 1. Prior to imaging. Staff from (the appropriate) imaging unit consult with the appropriate collection manager to determine if the imaged materials shall be likely candidates for sale or electronic access-via-networked-server. A. If YES, staff in the imaging unit shall seek microform and electronic distribution rights concurrent with imaging. Attempts to procure rights shall be documented and filed with completed distribution rights forms. B. If NO, imaging precedes without additional effort. However, if these imaged materials are later requested for sale or distribution via networked server(s), staff in the imaging unit shall seek microform and electronic distribution rights and file forms appropriately. 2. Completed distribution rights forms. Forms shall be maintained by the Preservation Department Reprographics Unit: A. In NOTIS number order, with the NOTIS number in the upper right-hand corner of the form; and B. Marked, in the upper left-hand corner, with the year the title will enter public domain. Forms which are returned incomplete or with letters denying or otherwise restricting further reproduction or electronic access shall be interfiled with completed forms. C. A "Preservation Actions Note" (USMARC 583 field) shall be added to the appropriate holdings records for both the preservation and duplication masters to indicate rights assigned, delimited or denied. 3. Distribution/Sale/Electronic access-via-networked-server. A. Reproduction, in any format, shall be prohibited 1. Unless appropriate distribution rights have been assigned and documented, or 2. Until the requesting institution has returned, with proof of prior ownership, a completed copy of the Reproduction Replacement Request Form (cf, Library Policy & Procedures Manual, B-5, "Duplication and Sale of Reprographic Products to Libraries and Archives"). B. Electronic images shall not be mounted on any server and made accessible via external networks, 1. Unless electronic distribution rights have been assigned and documented, or 2. Unless required for quality control, preservation or maintenance. Distribution Rights Forms. Attachments to this policy include three versions of a paper, microform and electronic distribution rights consent form: English, French and Spanish. Forms should be sent to the copyright holder whether author, editor, or other person or corporate body, together with a letter of introduction and instruction. Letters shall briefly address the reason for communication and the University of Florida Libraries' mission. Instruction in completion of the form also shall be given and the copyright holder shall be made aware of rights extended to him/her by U.S. and international copyright legislation, including: * The right to decline request for paper, microform and electronic distribution rights or any of these rights individually, and * The right to negotiate financial reward for sales or electronic access-via-networked-server. "New Page"-------------------------------------------------------------- PAPER, MICROFORM AND ELECTRONIC DISTRIBUTION CONSENT FORM. +-------------------------------------------------------------------+ º º º As Author/Editor/Publisher and copyright holder of the title, º º º º º º º º I, (name) , on this day of º º º º (month) in the year 19 , grant º º paper, microform and electronic distribution rights to the º º University of Florida Libraries. º º º º It is understood that these rights shall extend to distribution º º of paper facsimiles, microforms and electronic versions created º º by the Libraries in accordance with international and U.S. º º Copyright Law (Title 17, United States Code), and that º º distribution shall be restricted to educational institutions º º and public libraries. º º º º It is understood that, pursuant to the laws of the State of º º Florida, paper facsimiles, microforms and electronic versions º º shall be distributed at cost, without profit. º º º º It is also understood that I or any successor copyright holder º º shall have the right to cancel and terminate this agreement, º º for any reason, at any time upon providing thirty (30) days º º notice to the University of Florida Libraries' Preservation º º Department by Certified Mail. º º º º Signed: . º º º º Date : . º º ========================================= º º º º Witnessed: . º º º º Date : . º º ========================================= º º For the º º Libraries: . º º º º Title: . º º º º Date : . º º º º ----------------------------------------------------------------- º º The records of the State of Florida, including those of the º º University, under law, are open to the public upon request. º º Requests to inspect these records will be met with minimal º º delay. º º º +-------------------------------------------------------------------+ "New Page"-------------------------------------------------------------- PERMIS DE REPRODUCTION SUR PAPIER, MICROFORME ET VERSION ELECTRONIQUE. +-------------------------------------------------------------------+ º º º Comme Auteur/diteur et dtenteur du droit d'auteur de la º º º º titre, , º º º º en ce jour de (mois) de l'an 19 , º º º º je, , confre le doit de distribution º º fac-simil, microforme et electronique la Bibliothque de la º º University of Florida. º º º º Il est entendu que ce droit s'applique la distribution des º º fac-simils, microformes et des versions lectronique cres º º la Bibliothque, selon la loi des droits d'auteur º º internationales et des E.U.A. (Title 17, Code des Etats Unis) º º et que telle distribution es restreinte aux institutions º º d'ducation et aux bibliothques publiques. º º º º Il est entendu aussi que selon la loi de l'tat de Florida, º º les fac-simils, microformes ou les versions lectronique º º seront vendues au prix cotant et sans profit. º º º º Il est entendu aussi que l'diteur aura le droit d'annuler et º º de terminer cette entente, pour quelquonque raison et n'importe º º quand. On exige seulement un preavis de trente (30) jours par º º lettre enregistre au Preservation Department de la University º º of Florida Libraries. º º Auteur/ º º diteur: . º º º º Date : . º º ========================================= º º º º Certifier: . º º º º Date : . º º ========================================= º º Pour la º º Bibliothque: . º º º º Titre: . º º º º Date : . º º º º ----------------------------------------------------------------- º º Les dossier de l'tat de Florida, y compris la University of º º Florida, comme agence d'tat, peuvent tre examins, d'apres º º la loi, en tout temps sur simple demande. Toute agence º º gouvernementale est cense rprondre dans un dlai raisonnable. º +-------------------------------------------------------------------+ "New Page"-------------------------------------------------------------- DUPLICACI€N DE FACSáMILES, MICROFORMAS Y VERSI€NS ELECTR€NICAS. FORMA PARA CONSENTIMIENTO. +-------------------------------------------------------------------+ º º º Como autor/editor y tenedor de derecho de autor de nombre, º º º º (nombre) , º º º º en esta dia de (mes) en el ano º º º º 19 , concedo los derechos de distribuci€n de facsámiles, º º microformas y versi€ns electr€nicas a las Bibliotecas de la º º Universidad de la Florida. º º º º Queda entendido que estos derechos se extienden a la º º distribuci€n de facsámiles, microformas y versi€ns electr€nicas º º creadas por el sistema de bibliotecas de la Universidad de la º º Florida de acuerdo con la Ley de "Copyright" (derecho de autor) º º internacional y de los E.U.A. (Titulo 17, C€digo de los Estados º º Unidos), y qu la distribuci€n ser¦ limitada a instituciones º º educacionales y bibliotecas pëblicas. º º º º Tambin se entiende que, de confirmidad con las leyes del º º Estado de la Florida, las facsámiles, microformas y versi€ns º º electr€nicas ser¦n distribuidas al costo. º º º º Los editores del material tienen el derecho de cancelar y º º terminar este acuerdo por cualquier raz€n, y en cualquier º º momento, despus de haber notificado con treinta (30) dias de º º anticipaci€n a la Departmento de Conservaci€n de Materiales º º del sistema de Bibliotecas de la Universidad de la Florida º º (Preservation Department, University of Florida Libraries) º º por correo certificado. º º Autor/Editor: . º º º º Fecha: . º º ========================================= º º En fe de º º lo cual: . º º º º Fecha: . º º ========================================= º º Por los º º Bibliotecas: . º º º º Titre: . º º Fecha: . º º ----------------------------------------------------------------- º º Los archivos del Estado de la Florida, incluyendo los de su º º Universidad, por ley, est¦n abiertos al pëblico en la momento º º deseado. Las peticiones para inspeccionar los archivos del º º Estado de la Florida son contestadas por la agencia estatal º º lo mas pronto posible. º +-------------------------------------------------------------------+ ERICH J. KESSE. UNIVERSITY OF FLORIDA. PRESERVATION DEPT. TEL: 904.392.6962. FAX: 904.392.4788.