Loans, Images, and Reproductions

As a research institution, the Indian Arts Research Center cooperates with museums, organizations, and individual researchers throughout the world. We wish to share the resources of our collections widely and have established policies and procedures to provide safe and reasonable access to the collection.

Loans

While the IARC is not an exhibiting institution, it loans many pieces from the collections to other venues for that purpose. The following steps are required to process loan requests.

  1. At least six months (for fewer than 10 items) or 12 months (for a more extensive loan) in advance, a written request should be submitted to the Collections Manager. (This should be preceded by an informal telephone call to ascertain if the items are available for loan and to discuss related issues.) The request should specify the items desired for loan, where they are to be exhibited, a description of the planned exhibit, and any details concerning how the items will be displayed.
  2. An American Association of Museums Standard Facilities report should be submitted and approved by the Collections Manager.
  3. Once the formal request is received, a conditions report will be prepared by a Conservator for each item. Should stabilization be required, the borrowing institution will be notified as to what needs to be done and prodided with an estimate of the costs. As the borrowing institution bears all costs, it can choose to have the item treated or select another item if appropriate. If it is determined that the item cannot be safely transported or exhibited, the IARC staff reserves the right to refuse a loan request, but will attempt to find an acceptable alternative.
  4. An appraisal of the items will be completed by a professional appraiser to ensure that values are up to date. Costs of appraisal will be added to the loan invoice.
  5. If the loan is approved by the Loan Review Committee, then contracts will be prepared using the fees outlined on Page 2 of the Service Fee Schedule (PDF, 236 KB).
  6. The borrowing institution is responsible for obtaining and providing proof of insurance for the items. It is also responsible for costs of crating, pick-up, and delivery.
  7. Use of images of the items is considered a separate activity, with associated fees above and beyond loan fees. See Rights and Reproductions.

Rights and Reproductions

The IARC welcomes requests for use of images of its collection items. Requests must be submitted 4 weeks in advance using the Image Reproduction Request Form (PDF, 115 KB). Please read the following prior to submitting an Image Reproduction Request form. Copyright and additional considerations that may apply to an image can take a substantial amount of time to research. It is the responsibility of the requestor to conduct such research and to obtain all permissions.

Processing

From the time of the form’s submission it will take 4 to 6 weeks to process an image request. Due to a variety of factors, it may not be possible to accommodate all requests. Requests for rush processing may be considered. The price for rush processing is double the regular fee, or a minimum of $50.00 if the doubled fee is less than this amount. Service Fee Schedule (PDF, 236 KB).

For all image use requests, the IARC Image Reproduction Request Form (PDF, 115 KB) must be completed (including signature) and submitted to the Registrar. The request will be considered by the IARC Image Use Review Committee. The committee meets two times per month.

If a request is approved, payment is required before processing the request. Once received, a high resolution digital file for the requested image will be burned to a CD and sent to the requestor via the United States Postal Service (unless another mode of delivery is requested and paid for by the requestor).

Copyright Information

The Indian Arts Research Center does not hold copyright in many of its collection items. Image reproduction permission will be granted only in cases where either the IARC is the holder of the copyright in an image or where proof of permission from the copyright holder can be provided. In cases where IARC does not own the copyright in an image, it is the responsibility of the requestor to obtain permission for its use from the copyright holder and to provide written proof of such to the IARC Registrar. A letter of permission is required from the photographer, as well, in cases where the IARC does not own the copyright in a photograph itself.

IARC staff will provide the requestor with any available information that may be useful in advancing their research into copyright ownership. However, IARC staff will not provide any third party with an individual’s confidential contact information without the individual’s authorization to do so.

Additional Considerations

The reproduction of certain items in the IARC collection may require permission from the associated American Indian tribe. In such cases, it is the requestor’s responsibility to consult with the appropriate tribe and have an official letter of permission (from the governing body or designated tribal office) mailed directly to the IARC Registrar before reproduction permission will be granted.

Out of respect for descendant communities, the Indian Arts Research Center (IARC) at the School for Advanced Research (SAR) does not authorize reproduction of photographic images of human skeletal remains and associated funerary objects. This applies to images that are the property of SAR as well as those taken by others of human remains and/or associated funerary objects from collections that were curated at SAR.

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