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
  • Order form for digital copies of the JHI collections
  • Statement of order
  • Price list

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. 15/2020 of November 9, 2020.

 

Order no. 15/2020

of 9 November 2020

 

of the Director of the E. Ringelblum Jewish Historical Institute (JHI)

on the introduction of

Regulations for using JHI resources including a price list for JHI services.

 

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.

 

The Regulations form an appendix to this Order.

Appendices to the Regulations:

  • 1 – Order form
  • 2 – JHI price list
  • 3 – Statement

 

Appendix to Order of the Director of the JHI

  1. 15/2020 of 9 November 2020

 

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 during its opening hours.
  • 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 in the opening hours of the JHI reading room, 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:

 

  • 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.
  • Persons and institutions cooperating with JHI may, following separate arrangements with the department head, be granted an exemption or discount with respect to payment for specific digital copies.
  • 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 [appendix 3]. The declaration will be provided to the User by an authorised JHI employee. The User will then obtain the right to single use of the said digital copies, thus receiving the right to use them only for the purpose indicated in the submitted declaration. An indelible mark designating provenance from the JHI’s collections will be placed on the digital copies provided.
  • Users shall not transfer rights to use digital copies to 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 declares that its collections contain works of art, documents and photographs to which it does not hold the relevant rights or has limited rights. Any 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 not possible within this deadline. Should this occur, the User will be informed.
  • The User shall sign the provided digital copies in the manner indicated by the JHI.
  • The Directors of the JHI make decisions in matters not described in these regulations.          In special circumstances the Director of the JHI may withhold consent to providing digital copies of JHI collections.

 

III. Principles for lending items from JHI collections outside the Institute

  • JHI resources located in the Archives, Art Department and Heritage Documentation Department are loaned based on:
  1. a) a written request to the JHI Director
  2. b) a loan agreement
  • The loan request should be submitted at least three months before the expected date of the loan. 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.
  • Decisions to loan JHI resources are made by the Director or a person authorised by them further to an opinion by a conservator (state of the units, assessment of the request) and the head of the department loaning the resources.

The decision of the Director of the JHI is contingent on:

  1. consent of the Association of the JHI – in the case of collections deposited with the JHI by the Association (also pertains to library collections located in the JHI library and loaned to institutions),
  2. consent of the Provincial Monument Conservator – where collections are loaned outside the territory of Poland,
  • consent of the General Director of the Polish State Archives – where archival items are loaned outside the territory of Poland.
  • Detailed information concerning the principles for loaning JHI resources are available in a separate document, i.e. Order no. 2/2017 on loaning items of 22 March 2017.

 

 

Appendix 1 to the Regulations

 

Request form for digital copies

of JHI collections*

 

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)

 

 

Intended purpose of the digital copies

Commercial purpose: project bringing revenue to the requesting entity (underline as appropriate)

 

o   commercial

 

o   non-commercial

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

 

 

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                                                                                 

 

 

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

 

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

 

Personal data processing information

 

  1. The controller of your 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.  
  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

 

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. ordering copies of library materials does not require a request form to be sent: please contact the Library.
  8. Fees for providing copies of JHI resources

 

  • Fee for granting the right to single use of a digital copy from JHI collections in Poland and abroad

 

Type of item in JHI collections

Right to publish

File size and format

Intended purpose

(with or without revenue for the requesting entity)

Gross fee

- Works of art

- Photographs

- Museum items

- Documents

Without the right to publish

(for private,

educational and academic purposes)

72 dpi / JPG

non-commercial

1 PLN

With right to

publish

72 dpi / JPG

non-commercial

10 PLN

commercial

30 PLN

- Works of art

- Photographs

- Museum items

With right to

publish

300 dpi / TIFF

non-commercial

30 PLN

commercial

60 PLN

- Documents

With right to

publish

300 dpi / TIFF

non-commercial

20 PLN

commercial

40 PLN

 

 

 

 

 

 

 

 

 

 

 

 

  • Fee for providing digital copies of library materials from JHI collections

 

Type of item in JHI collections

 

Right to publish

 

File size and format

Intended use

(with or without revenue for the requesting party)

 Gross fee

Library materials.

Old prints and manuscripts whose digital copies already exist

 

n/a

As per request

n/a

1.00 PLN / page (or card)

Old prints and manuscripts whose copies do not exist yet,

n/a

As per request

n/a

10.00 PLN / card

 

 

  1. PHOTOCOPIES

 

  • Fees are charged for photocopies of photographs/items/records 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 commissioned by lawyers, law firms and legal representatives who are gathering personal documents from JHI collections – the cost of one case is 100 PLN.

 

***

Department contact details:

Archives: email: areszka@jhi.pl

Art Department: email: mkrasicki@jhi.pl

Heritage Documentation Department: dokumentacja@jhi.pl

Library: zfliszkiewicz@jhi.pl

 

To receive an invoice, please provide the following data:

  1. Full name of the institution
  2. Address of the institution
  3. NIP (tax number)

 

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]

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

and were made available to me [delete as applicable]:

  • with the right to one-time publication
  • without the right to publish
  • for a fee
  • free of charge

and without the right to use them 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.

 

Signature of the person acting for the requesting entity: …………………………………………………

 

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 view and rectify my data and to withdraw my consent.

  

………………………………………………………

Signature of consenting person

 

 

*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 – areszka@jhi.pl

Art Department– mkrasicki@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/ (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.  
  8. We do not sell personal data.
  9. We do not provide personal data to other institutions or to individuals.
  10. Every person has the right to view 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 object 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.