1. Digitizing Special Collections: Your Deed of Gift Form Said What? Jill Ann Hurst Hurst Associates, Ltd. Hurst@HurstAssociates.com Copyright © 2003, Hurst Associates, Ltd. All rights reserved.

2. Hurst Associates, Ltd. Project & Material Selection Items are selected for digitization based on several criteria including: –Copyright law “Everything” is copyrighted Public domain http://www.copyright.cornell.edu/traini ng/Hirtle_Public_Domain.htmhttp://www.copyright.cornell.edu/traini ng/Hirtle_Public_Domain.htm –Deed of Gift forms – a formal, legal agreement

3. Hurst Associates, Ltd. Deed of Gift Forms The problems –Items donated without a Deed of Gift –Missing Deed of Gift forms –Materials where original copyright ownership is unknown –Forms that do not explicitly transfer copyright ownership

4. Hurst Associates, Ltd. What Should the Deed of Gift Include? Title and description of the materials being donated –Have enough detail so that it will remain clear what this deed covers.

5. Hurst Associates, Ltd. Transfer of ownership –Donor agrees to transfer legal ownership –Material becomes the physical property of the recipient institution –Donor agrees that the materials may be reformatted for preservation (e.g., microfilming or copying)

6. Hurst Associates, Ltd. Transfer of copyright –Transfer copyright on materials the donor authored. –Cannot transfer copyright on other materials, such as letters received by the donor.

7. Hurst Associates, Ltd. –Transferring copyright means the institution can: Reproduce the work in copies Prepare derivative works Distribute copies of the work to the public by sale, rental, lease or lending Perform the work publicly Display the copyrighted work publicly

8. Hurst Associates, Ltd. Separations –An understanding of what will occur if items are removed from the collection. Can the institution sell or discard materials? Must discarded materials be returned to the donor?

9. Hurst Associates, Ltd. More Info & Sample Forms A Guide to Deed of Gifts http://www.archivists.org/catalog/deed_of_gift.asp http://www.archivists.org/catalog/deed_of_gift.asp Deed of Gift of Library Materials http://www.une.edu.au/library/community/deedgift.pdf http://www.une.edu.au/library/community/deedgift.pdf Univ. of Texas at Austin http://www.utexas.edu/research/tarl/curation/FORM8.PDF http://www.utexas.edu/research/tarl/curation/FORM8.PDF Carnegie Branch Library for Local History http://www.boulder.lib.co.us/branch/carnegiegift.html http://www.boulder.lib.co.us/branch/carnegiegift.html

10. Hurst Associates, Ltd. This presentation will be online at: http://www.HurstAssociates.com http://www.HurstAssociates.com Resources For Learning More About Digitization www.hurstassociates.com/dig_resources.htm www.hurstassociates.com/dig_resources.htm