Pursuant to Ministerial Decree 108 21/03/2024 amending Ministerial Decree 161 11/04/2023 GUIDELINES FOR DETERMINING THE MINIMUM AMOUNTS OF FEES AND CONSIDERATIONS FOR THE GRANT OF USE OF GOODS DELIVERED TO STATE INSTITUTES AND PLACES OF CULTURE and the Price List adopted by this State Archives, in order to publish without profit - in books, newspapers, magazines, CD-ROMs, websites, posters, invitations, etc. to which the Directorate of the State Archives recognizes educational and/or informative purposes - the reproduction of an archive document or part of it, it is necessary to send a request for authorization to the Institute holding the asset.
In particular, the following are free:
1. reproductions of cultural assets and their reuse for volumes that are recognized by the granting body as having a scientific character (contributions to volumes, proceedings of national and international conferences) and academic;
2. reproductions of cultural assets and their reuse for volumes and magazines that are recognized by the granting body as having a divulgative and didactic content;
3. reproductions of cultural assets and their reuse for art catalogues, exhibitions and cultural events with a print run of up to 4000 copies; 4. reproductions of cultural assets and their reuse for scientific and Class A magazines as listed by the National Agency for the Evaluation of the University and Research System (ANVUR);
5. reproductions of cultural assets and their reuse for publications in newspapers and periodicals in the exercise of the right-duty to report;
6. reproductions of cultural assets and their reuse for publications that are freely accessible to anyone without paying a price (so-called open access);
7. reproductions of cultural assets made independently by anyone (such as students, scholars, researchers, university professors) made for non-profit purposes and not intended for sale;
8. reproductions of cultural assets and their reuse for the creation of exhibition, scientific, educational and informative material for exhibitions and cultural events organized by a body of the Ministry or by public and private entities for the purpose of enhancing cultural heritage implemented on a non-profit basis.
In the case of requests relating to a large number of images, free admission may only be granted within the framework of institutional collaboration agreements. It should be noted that the entrance ticket is not in itself sufficient to characterize a promotion initiative as for-profit, but the set of circumstances in which the initiative itself is carried out must be assessed.
The following remains the obligation:
- cite the source in the publication;
- report the exact signature of the document in the publication;
- deliver an analog or digital copy of the work and a copy of the reproduction.
As for publications for profit purposes - in books, newspapers, magazines, CD-ROMs, websites, posters, invitations, etc. - of the reproduction of an archive document or part of it, it is necessary to request authorization from the Directorate of the State Archives on legal paper (with a revenue stamp for administrative use).
The publication must report:
- the exact signature of the document;
- the mention "by concession of the Ministry of Culture - State Archives of Pesaro Urbino";
- the details of the authorization.
The delivery of three copies of the publication that uses the aforementioned documents is required.
Authorization to publish is subject to the payment of reproduction rights, which must be paid through the use of the PagoPa digital platform.
Currently the matter is regulated by Legislative Decree no. 42/2004, "Code of cultural heritage and landscape", Section II. This Decree, in art. 108 paragraph 6, states "The minimum amounts of fees and charges for the use and reproduction of the assets are set by provision of the granting administration" and by Ministerial Decree 161/2023 (Tariff of the State Archives of Pesaro Urbino)
