Access to collections

If you would like to use the collections of the Jewish Historical Institute, please read the following documents:

• Regulations for using the collections of the Jewish Historical Institute
• Declaration
• Order form for digital copies of the JHI collections
  
• Price list
• Regulations for loaning items from the JHI collection

Files to download:

These regulations, together with the price list for the services of the Jewish Historical Institute, define the rules for providing users with facilities and other materials from the collections of the Emanuel Ringelblum Jewish Historical Institute, located in: Archives, Heritage Documentation Department, Art Department and Library. The regulations came into force under the Order of the Director of the Jewish Historical Institute No. 3/2021 of February 4, 2021.

 

Order no. 3/2021

of the Director of the Emanuel Ringelblum Jewish Historical Institute

of 04 February 2021

on the introduction of Regulations for using JHI resources.

 

 

These Regulations and the JHI service price list set out the principles for granting users access to items and other materials from the Emanuel Ringelblum Jewish Historical Institute’s (“JHI”) collections located in: the Archives, Heritage Documentation Department, Art Department and Library (applies to the price list).

The Order becomes effective on the day it is signed and repeals Order no. 15/2020.

 

The Regulations form an appendix to this Order.

Appendices to the Regulations:

• no. 1 – Order form
• no. 2 – JHI price list
• no. 3 – Statement
• no 4 – Regulations for loaning items from collections of the JHI                                                                                                                   

 

Appendix to Order of the Director of the JHI

no 3/2021 of 03 February 2021

 

REGULATIONS FOR USING JHI COLLECTIONS

 

The Regulations set out the principles for granting users access to items and other materials (hereinafter referred to as resources) from the Emanuel Ringelblum Jewish Historical Institute’s (“JHI”) collections located in: the Archives [documents], Heritage Documentation Department [photographs] and Art Department [museum collections].

1. Principles for using JHI resources onsite:

• Browsing JHI resources (hereinafter referred to as “consultation”) is free of charge.
• Resources are made available for onsite inspection in the JHI reading room.
• Consultation is possible on working days:

in the Art Department in the hours: 10 A.M. - 5 P.M.

in the Heritage Documentation Department in the hours: 8.30 A.M. - 3.30 P.M.

in the Archives during JHI reading room opening hours, i.e. Mon-Thurs 9 A.M. - 7 P.M., Fri 9 A.M. - 3 P.M.

• The JHI resource database is partly available online on the Central Jewish Library website: cbj.jhi.pl
• Information about archival material necessary to place a request is accessed by users via means of reference such as catalogues, inventories and databases accessible in the archives, the reading room and online at http://www.jhi.pl/inwentarze.
• Consultations are conducted as follows:

1. a) Consultation bookings sent by email should include a statement containing: the user’s full name, correspondence address, affiliation and signed clause on processing the User’s personal data by the JHI.
2. b) If the User wants to access resources, they should provide: the author (if known), names/titles and call/inventory numbers.

Digitalised documents are made available only as scans on computers in the reading room and archive workroom, with no need to file a request form.

 

1. c) Original materials can only be accessed in the presence of a JHI employee whilst observing safety requirements.
2. d) Users may photograph original items and/or catalogue cards only with the permission and in the manner indicated by a JHI employee.
3. e) The date and scope of a consultation is set individually.
4. f) Contact details for consultation bookings:

- Archives: archiwum@jhi.pl

- Art Department: sztuka@jhi.pl

- Heritage Documentation Department: dokumentacja@jhi.pl

 

• Decisions concerning matters not contained in these regulations are made by the head of the department in which the relevant JHI resources are located

1. Regulations for making available digital copies of JHI collections

• Digital images of archival material, photographs and items from JHI collections, further referred to as digital copies (scans), are made available for use in all types of publications and projects: academic, exhibition, commercial, educational and cultural.
• Digital copies are made available pursuant to a request form in Word format, sent to the appropriate department. [Appendix 1]
• Digital copies of JHI collections are made available for a fee. A fee is charged for preparation of digital copies of photographs/archival documents/items in accordance with the current price list for JHI services [Appendix 2]. The fee depends on the quality of the scan provided and the intended use of the digital copies.
• Where justified and upon a separate agreement with the Director, persons and institutions cooperating with JHI may be granted an exemption or discount with respect to payment for specific digital copies. Requests to this effect should be sent to the email addresses indicated in point I (f) as appropriate.
• Digital copies from JHI collections are protected in accordance with current legal regulations, in particular copyright and rights of their authors.
• The User shall receive the digital copies after payment and after filling in and sending a declaration, contained as an appendix to these regulations [Appendix 3]. The User will then acquire the right to single use of the said digital copies, exclusively for the purposes indicated in the submitted declaration.
• Users shall not be authorised to transfer rights to the use of digital copies to other third-party entities or individuals.
• The JHI and its employees shall not be liable for uses of the digital copies that are illegal or inconsistent with the purpose indicated in the order. Should any claims arise, legal liability – with all its consequences – lies with the User, both towards third parties and towards the JHI.
• The JHI indicates that its collections contain works of art, documents and photographs to which it does not hold the relevant rights or has limited rights. Use of such digital copies requires the User to separately address the issue of rights, and in particular copyright, directly with the author or their successors, in compliance with the provisions of the Act of 4 February 1994 on copyright and related rights, including in particular with respect to the right to use the image of the persons pictured.
• Digital copies shall be made available to the User within 14 days of sending a correctly filled-in request and a declaration signed by the User, unless photographing and scanning is possible only at a later time, of which the User will be informed.
• The User shall describe the provided digital copies in the manner indicated by the JHI.
• The Directors of the JHI make decisions in matters not covered by these regulations.
• Where justified, the Director of the JHI may withhold consent to providing digital copies of JHI collections.

 

III. Principles for loaning items from JHI collections outside Institute headquarters

• JHI resources are loaned pursuant to:

1. a) a written request to the JHI Director, following its acceptance
2. b) a loan agreement

• The loan request should be submitted at least three months before the expected date of the loan indicated. The loan request should indicate:
  1. the entity borrowing the Item,
  2. the Items (author, name, inventory number),
  3. the place (address) of the Items’ exhibition,
  4. the period of the loan expressed at least in months and years.
• The decision to loan JHI resources is made by the Director after obtaining the opinion of the conservator (state of the units, assessment of the request) and the head of the department loaning the resources pursuant to applicable legal regulations and agreements that are binding on the JHI.
• Detailed information concerning principles for loaning JHI resources are available in a separate document [Appendix no 4]

 

 

Appendix 1

Order form  

 

Requesting entity’s name first and last name or name of institution/company/publisher
Requesting entity’s address and NIP (tax number) (for invoice and sending the release consent document)
Information on means of use of digital images: publication type and title, publisher, year of issue, circulation, etc., or project type, name and title (e.g. for exhibitions, multimedia shows, lectures) and intended use of the digital copies
File format and size: (underline as appropriate)		o   jpg / tiff   o   72 dpi / 300 dpi
Date of receiving digital images desired by the requesting entity
Contact data of the person acting on behalf of the requesting entity (receiving the digital files):   first and last name, e-mail, telephone number
	Service name	o   Providing a digital copy o   photocopy o   consultation

 

To be filled in by a JHI employee

Amount payable
Consent of the Director of the JHI

 

List of digital copies of items

No.	Inventory or call no.	Author or Name of archival collection	Name or Title of item/document
1.
2.
3.
4.
5.
6.

  

_____________________                             _________________________        

Date of request                                   Signature

 

By submitting the following request I consent to processing of my personal data for the purpose of carrying out the request for digital copies of JHI collections. I am aware that I have the right to inspect and rectify my data and to withdraw my consent.

 

 

 

………………………………………………………

Signature of person giving consent to personal data processing

 

*The form should be sent to the appropriate Department by email as a Word file.

- Archives Department – archiwum@jhi.pl

- Art Department – sztuka@jhi.pl

- Heritage Documentation Department – dokumentacja@jhi.pl

 

 

Personal data processing information

 

1. The controller of your personal data is the Emanuel Ringelblum Jewish Historical Institute with its seat in Warsaw at ul. Tłomackie 3/5 (00-900 Warszawa) - JHI.
2. Personal Data Protection Officer's contact details:
   1. e-mail: iodo@jhi.pl
   2. by post at the JHI’s postal address
3. We collect and process personal data in order to carry out requests for digital copies of JHI collections.
4. Processed data:
   1. First and last name
   2. Postal address
   3. E-mail address
   4. Telephone number
5. How we use personal data
   1. To carry out requests for digital copies of JHI collections.
6. We store personal data for the period established by the provisions of archive law.
7. We process data pursuant to:
   1. Agreement.
8. We do not sell personal data.
9. We do not transfer personal data to other institutions or to individuals.
10. Every person has the right to inspect their data. Every person has the right to rectify their data. Every person has the right to delete their data. Every person has the right to limit processing of their data. Every person has the right to object to processing of their data. Every person has the right to withdraw consent to data processing.

 

To exercise these rights, please contact the Institute or the JHI’s Personal Data Protection Officer. Furthermore, every person has the right to lodge a complaint with the Personal Data Protection Office.

 

 

Appendix 2

JHI SERVICE PRICE LIST

 

1. PROVIDING DIGITAL COPIES OF RESOURCES

 

1. The price list applies to digital copies of resources located in the JHI collection.
2. Digital copies of resources are provided on the basis of:
3. regulations for using resources, which should be read through.
4. a request form signed by the User and sent to the appropriate department.
5. a signed declaration, as provided earlier by the given department.
6. cooperation agreement (if signed).
7. to order copies of library materials no request form is required, only contact with the Library.
8. Fees for providing digital copies of JHI resources

 

• Fee for providing files with a digital copy for single use in Poland and abroad

Type of item in JHI collections	Publication rights	File size and format	Gross fee
- Works of art - Photographs - Museum items - Documents	Without publication rights (for private, educational and academic purposes)	72 dpi / JPG	1 PLN
	With publication rights	72 dpi / JPG	30 PLN
- Works of art - Photographs - Museum items	With publication rights	300 dpi / TIFF	100 PLN
- Documents	With publication rights	300 dpi / TIFF	40 PLN

 

 

• Fee for providing digital copies of library materials

 

Type of item in JHI collections	File size and format	Gross fee
Library materials. Old prints and manuscripts whose digital copies already exist,	As per request	1.00 PLN / page (or card)
Old prints and manuscripts whose copies do not exist yet,	As per request	10.00 PLN / card

 

 

1. PHOTOCOPIES

 

• Fees are charged for photocopies of archival material and library material (old prints, manuscripts, journals in bound volumes and formats larger than A4 are not subject to photocopying)

 

Format	Fee	Photocopy
A4	2 PLN	black and white
A3	3 PLN	black and white

 

III. SEARCH SERVICES

1. The Archives, Heritage Documentation, Art and Library Departments do not carry academic searches on commission.
2. The JHI Archives carry out paid searches concerning personal cases in JHI collections – the cost of one case is 150 PLN.

***

Department contact details:

Archives: email: archiwum@jhi.pl

Art Department: email: sztuka@jhi.pl

Heritage Documentation Department: dokumentacja@jhi.pl

Library: biblioteka@jhi.pl

 

Before payment please send a signed order form (Appendix 1) together with the fee for the authorisation of the person acting for the requesting entity (where required). Data from the form will be used to issue an invoice.

 

 

Appendix 3

DECLARATION*

 

Date of request:

Full name and email address of the person acting for the requesting entity:

Requesting entity’s name:

Requesting entity’s address and NIP (tax number):

 

I declare that the following digital copies of the Jewish Historical Institute’s collections:

 

Inventory or call no.	Author or Name of archival collection	Name or Title of item/document

will be used in [provide information about the intended use of the digital copies]

.......................................................................................................................................................

I declare that I will not use the above digital copies for other purposes, distribute them or make them available to other entities.

I also undertake to include – whenever a digital copy obtained from the JHI collections is published – information about its source and to sign it in the manner indicated, i.e. “from the collections of the  E. Ringelblum Jewish Historical Institute”. 

I also undertake to preserve the integrity and completeness of the work and to protect the image of the persons shown on photographs.

By submitting the following request I consent to processing of my personal data for the purpose of carrying out the request for digital copies of JHI collections. I am aware that I have the right to inspect and rectify my data and to withdraw my consent.

 

*The scanned declaration should be sent by email to the department with which the order for digital copies of JHI collections was filed:

 

Archives Department – archiwum@jhi.pl

Art Department – sztuka@jhi.pl

Heritage Documentation Department – dokumentacja@jhi.pl

 

Personal data processing information

 

1. The controller of your personal data is the Emanuel Ringelblum Jewish Historical Institute with its seat in Warsaw at ul. Tłomackie 3/5 (00-900 Warszawa) - JHI.
2. Personal Data Protection Officer's contact details:
   1. e-mail: iodo@jhi.pl
   2. by post at the JHI’s postal address
3. We collect and process personal data in order to carry out requests for digital copies of JHI collections.
4. Processed data:
   1. First and last name
   2. Postal address
   3. E-mail address
5. How we use personal data
   1. To carry out requests for digital copies of JHI collections.
6. We store personal data for the period defined by the provisions of archive law.
7. We process data pursuant to:
   1. Agreement.
8. We do not sell personal data.
9. We do not provide to other institutions or to individuals.
10. Every person has the personal data right to inspect their data. Every person has the right to rectify their data. Every person has the right to delete their data. Every person has the right to limit processing of their data. Every person has the right to object to processing of their data. Every person has the right to withdraw consent to data processing.

To exercise these rights, please contact the Institute or the JHI’s Personal Data Protection Officer.

Furthermore, every person has the right to lodge a complaint with the Personal Data Protection Office.

 

Appendix 4

 

Regulations for loaning items from collections of the E. Ringelblum Jewish Historical Institute

 

1. The Emanuel Ringelblum Jewish Historical Institute loans items in JHI collections (Items) pursuant to a written request to the Director of the Institute and a loan agreement (Agreement).
2. The Agreement sets out all the details of the loan not contained in these regulations.
3. The loan request should be submitted at least three months before the expected date of the loan.
4. A request for a loan outside Poland should be submitted at least five months before the expected date of the loan.
5. The loan request should indicate:
   1. The entity borrowing the Item,
   2. The Items (author, name, inventory number),
   3. The place (address) of the Items’ exhibition,
   4. The period of the loan expressed at least in months and years.
6. The decision whether to loan Items is taken by the Director of the Institute based on the opinions of the conservator (state of the Items, assessment of the request) and head of department (use of the Items for own purposes or loan, assessment of the request).

 

7. The decision of the Director of the JHI is also contingent on:
   1. consent of the Association of the JHI – in the case of items deposited with the JHI by this Association,
   2. consent of the Provincial Monument Conservator – where Items are loaned outside the territory of Poland,
8. The Institute reserves the right to demand that a request be amended to include a description of the exhibition conditions in the place of exhibition or an option to conduct an inspection of the exhibition site.
9. Loaned Items may be used only in accordance with the purpose and for the period stated in the Agreement and should be returned on the last day defined in the Agreement at the latest.
10. The Borrowing Entity shall bear all the costs of loaning Items under the Agreement, including packaging and transport there and back.
11. The Borrowing Entity does not have the right to loan Items to third parties.
12. The Borrowing Entity shall exhibit and store the loaned Items with all due care, in accordance with the conditions set out in the Agreement. Optimum conditions for storage and exhibition are set out in the table below:

 

 

 

	Temperature Cº	Relative humidity RH (%)	Light levels (Lux)
Wood	18 – 22	50±5	up to 200
Paper	18 – 22	55±5	up to 50
Leather	18 – 22	55±5	up to 200
Fabric	18 – 22	50±5	up to 50
Metal	18 – 22	up to 45	300 - 500

 

13. The Institute reserves the right to inspect exhibition and storage conditions of the loaned Items over the period of the exhibition.
14. The Borrowing Entity shall take out “nail to nail” insurance coverage for the Items. A copy of the insurance policy should be provided to the Institute at least three days prior to the day of the Items’ handover.
15. For the duration of transport, the Items must be packed using appropriate materials that ensure maximum protection against any damage that might occur during transport.
16. The Institute reserves the right to send a courier with the transported Items at the cost of the Borrowing Entity. The courier oversees the packing, transport and unpacking of the Items and their placement at the exhibition site.
17. Handover and return of the Items is done pursuant to a delivery protocol.
18. The Institute reserves the right to claim compensation for Items damaged, destroyed or lost during a loan.
19. The Borrowing Entity shall immediately inform the Institute of damage or loss of Items and send a detailed report on the state of the damage incurred with full photographic documentation or a detailed report on the circumstances of the Items’ loss. The report shall be sent within three days of the occurrence of the damage.
20. The Institute reserves the right to an additional inspection in connection with damage or loss of Items, carried out by employees of the Institute and external experts, the costs of which shall be borne by the Borrowing Entity.