Reproduction Restrictions

Translated from the official Dutch text. In case of conflict between the two languages, the Dutch version should be used for reference.

These regulations form an integral and inseparable part of the reading room regulations. By signing the reading room form, the reading room visitor agrees to comply with the reading room and reproduction regulations.

The current reproduction regulations apply to reproductions made by both the visitor and by CAVA.

What is considered to be a reproduction?

A reproduction is an image of one or a limited number of pieces from the CAVA collection. These can be documents, as well as objects, photographs, etc.

Are all pieces at CAVA eligible for reproduction?

For each reproduction made by the reading room visitor or by CAVA, the reading room visitor must explicitly request permission from the reading room attendant. If the reproduction is requested for a purpose other than private use, the reading room visitor must complete an additional request form. For every other and new use of the reproduction, permission must again be requested from CAVA.

Neither CAVA nor the original author, creator or owner of the archives are responsible for reproductions used or published for purposes other than those for which permission was granted.

For some documents, the reading room attendant will grant or withhold permission immediately, for others it may be necessary to first consult within CAVA.

Permission may be denied or restrictions may be imposed because of:

• author’s rights and related rights (author’s rights protect the author against many forms of use of his or her work (e.g. rights of a photographer, of a writer, etc.). Related rights protect performers (e.g. dancers), producers of phonograms and films and broadcasting organisations);
• the right to one’s own image (this right protects a person depicted in an image against many forms of use of the image depicting that person);
• privacy and confidentiality (right to respect for private and family life);
• the vulnerability of the documents;
• agreements with the donor, owner or creator.

Dissertations, books, etc. are never reproduced in their entirety.

Use of reproductions

General rules

The applicant must correctly refer to the location and the collection/archival fond when used, as well as state the author, in so far as it is known.

The applicant shall not remove the watermark applied or make any other alterations to the image that could compromise its integrity.

Where applicable, the applicant is responsible for clearing intellectual property rights (e.g. author’s and related rights) and rights to one’s own image; he or she is responsible for complying with privacy legislation.

Private Use

The right to use the reproduction shall be granted exclusively to the applicant. He or she may not in any way distribute, communicate or transfer it to third parties.

Non-Commercial Use

The reproductions are intended for single use and may only be used for the non-commercial purpose as stated on the application form submitted by the applicant (e.g. projection during a lecture or reception, reproduction in a dissertation).

Commercial Use

In the case of commercial use (e.g. a printed and/or electronic publication), the applicant must:

• submit a motivated application to CAVA and receive explicit permission. The quality of the scan and the modalities for its use will be laid down in an agreement;
• provide CAVA with a copy of the publication, if applicable.

The Making of Reproductions

Reproductions made with one’s own equipment

If the reading room visitor makes reproductions with their own device, the following rules must also be respected:

• There may be no direct contact with the document (hand scanners and reading pens are forbidden, gloves are available in the reading room);
• Flash or additional lighting is prohibited;
• The document is not larger than the reading room table;
• The document is photographed on the reading table;
• A tripod is only permitted if its use does not damage the documents or the table.

Reproductions made by CAVA

Keep in mind that:

• copies will only be supplied in black and white and A4 format and handed over to the applicant in person in the reading room;
• scans can be made of flat materials up to A3 format. Digital photographs are made of objects or pieces of a larger format. The reproductions are delivered in common file types, usually via e-mail or WeTransfer;
• depending on the quantity of reproductions requested, a deadline will be agreed upon.

Depending on the purpose, CAVA delivers the reproductions with an explanation and/or reference to an author, photographer, etc. It is not permitted to remove this explanation or reference.

Reproduction costs

Photocopies	€ 0,10 per copy
Scans (jpg)	€ 0,50 per scan
Photos taken by CAVA	hourly rate
Photos taken with your own device	free
Research pictorial materials	hourly rate
Shipping costs	according to the rates of BPost
Right of use for commercial use	price on request
Publication right for commercial use	price on request