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Policies & Procedures

Library and Archive Imaging and Photography Policies

These are policies for library and archive photography and reproductions for research/reference purposes only. Information regarding images for publication can be found here.

Digital Photography Policy

Visitors are permitted to take their own digital photographs for research purposes in the library with a small, handheld camera, or cell phone.

Images intended for publication (web or print) must be ordered from the Museum. It is the responsibility of the visitor to keep complete and accurate citations (call numbers, accession numbers, ID numbers, page numbers, and box and folder numbers) for all items photographed.

Please Note: Photographs may not be taken of the staff members or other visitors.

Conditions for Photography

1) What may be photographed. Many collection materials may be digitally photographed. Due to concerns related to size or condition of the material, some materials may not be photographed and the visitor may be asked to submit a request for digital media from the Museum.

2) Before photographing. Before taking photographs, the visitor may flag the requested pages with acid‐free flags provided by the staff. A staff member must review the material before authorizing photography.

3) Cameras permitted. A handheld digital camera, preferably with a wrist strap, may be used with the flash disabled. The visitor is responsible for knowing how the camera works.  Cell phones are permitted, but iPads, SLR cameras or other large cameras must be approved by the desk staff prior to use. The visitor must take extreme care that their camera does not fall on material.  Lanyards worn around the neck or wrist are encouraged.

4) Photographic methods. Only hand‐held overhead capture is acceptable. Material must be photographed on the table surface. Visitors may not alter the supports of rare books or aesthetically arrange material on foam. Laptops, portable scanners, lights, and tripods are not permitted. Placing material on the floor or standing on the furniture is strictly prohibited.

5) Handling rules. No pressure may be applied to the object. Material should not be removed from sleeves or from any mounts, nor should any unopened printed material be opened or paper clips or staples removed.

6) Confidentiality of other researchers. Visitors must be sensitive to others conducting research in the reading room; visitors may be asked to delay their photography if the activity is disturbing other visitors. The library staff reserves the right to deny requests or revoke permission for any reason at any time.

7) Copyright compliance. No entire collection or book can be copied or photographed. Visitors agree to use digital surrogates for private research only. Visitors must read and sign this agreement form acknowledging that it is their responsibility to obtain relevant permission from copyright owners in the event they decide to publish their work.

Copyright Notice

The Copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a visitor makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that visitor may be liable for copyright infringement. The visitor agrees to defend, indemnify, and hold harmless the Georgia O’Keeffe Museum against all claims, demands, costs and expenses incurred by copyright infringement or any other legal or regulatory cause of action arising from the use of library materials.

Non‐disclosure Agreement

The materials that I have requested may contain Social Security numbers. I agree that I will not record, reproduce, or disclose any Social Security number that may be included in the materials that I have requested. I understand that violation of this Agreement may result in the loss of research privileges at the Georgia O’Keeffe Museum.

Please sign and return the policy agreement to

Library & Archive Digital Asset Delivery for Personal Use

The Georgia O’Keeffe Museum offers a range of digital media duplication services. It may not be possible to satisfy all requests due to issues concerning copyright, preservation, or restrictions. Reproduction fees do not include publication fees or grant authorization to publish or reproduce. Please allow 2-4 weeks for your request to be processed. For Image Rights and Reproductions:

Fees for Digital Asset Delivery

Minimum charge of $10 for orders placed via email, phone or postal mail. For materials not yet digitized, a service fee will be quoted. All file delivery will occur electronically through a Dropbox link, which will expire within one month. Payment will be will be processed via credit card with our online payment portal.

Patron digital photography for research

No fee, signed agreement required

Low-resolution image files (JPEG or PDF)*

Up to 10 images, free
11 or more, $1.00 per image

Electronic delivery (via Dropbox)

$5.00 per delivery

* High-resolution images are not available for research and references purposes, however the Museum will ensure that all image files are still readable in their low-resolution format.

Conditions and Restrictions

Under the Copyright law of the United States (Title 17, United States Code), any copyrighted materials may not be "used for any purpose other than private study, scholarship, or research." Please note: Receiving permission to use digital assets for personal use is not an authorization to publish. If the text or image in question is under copyright, permission to publish should be sought from the copyright holders. If the Georgia O’Keeffe Museum is identified as the copyright holder, please refer to for further instruction.
Digital files delivered are for single, one-time, non-commercial use and for personal use only.

The individual agrees to defend, indemnify, and hold harmless the Georgia O’Keeffe Museum against all claims, demands, costs and expenses incurred by copyright infringement or any other legal or regulatory cause of action arising or relating to any breach of this application.

By signing and accepting delivery of the requested reproduction, recipient affirms that they have read the above and will adhere to the conditions outlined, and accepts full responsibility

Requests can be submitted by signing and returning the following document to

Research Reproduction Forms

Please send completed forms to: