Collections Policy

  1. Collection scope: Pasadena is a true reflection of American history, evident by its countless historically significant people, places, and events. To ensure the Collection’s longevity, relevancy, and national significance, Pasadena Digital History Collaboration, through its institutional partnerships, actively cultivates, collects, and publishes digital reproductions of documents and artifacts that represent Pasadena’s heritage, including, but not limited to photographs, artwork, newspaper articles, manuscripts, and film. Partners contributing their collections must provide and retain responsibility for ensuring authorized online access, maintain intellectual control, and apply best practice preservation techniques for both the original item and archival digital copy.
  2. Ownership versus access: All partner institutions maintain ownership of, responsibility for, and rights to all the items in their individual collections, and they likewise maintain the rights to the digitized copy of the items in their collections and all accompanying metadata. They agree to provide a digitized copy of the items, along with the accompanying metadata, for public access via the PDHC database.
  3. Rights to digitized items: All institutions should to use due diligence to ensure that they own the rights to the items they digitize. The
    • Items that are in the public domain, including city photos and anything prior to 1924, may freely be displayed.
    • Items where the author cannot be determined or located may be displayed.
    • In cases where a participating institution owns a collection, but not the intellectual property rights, that institution will seek permission from the holder of the intellectual property rights (“the author”) before digitizing the collection. (For an example, see the following signed Star News Agreement.)
    • If the author refuses a request to allow the work to be publicly accessible, display it for in-house use only. If the author does not respond to a request, treat it as a refusal and display the item for in-house use only.
    • If the rights to an item already digitized and entered into the public database come into dispute, the item should be made inaccessible to the public until the dispute is resolved.
  4. Privacy: The duty to public access of the historical record must be balanced by a respect for the privacy of individuals. Particular discretion will be used with regard to sensitive information and individuals still living.