Authorization for Publication

¤Following the modifications to art. 108, paragraph 3-bis, of the Cultural Heritage Code introduced by Italian Law no. 124 of 04 August 2017 (Archives General Management circular no. 33/2017), the following may be done freely: «... 2) the dissemination by any means of images of cultural property, legitimately acquired, in a way that prevents further reproduction for profit.».¤

It would therefore be advisable to simplify the licensing process implemented to this point, by replacing a formal request for authorisation with the sending of a simple communication to the Institution that holds the property, proposing publication of the image, with no prejudice to the requirement to indicate the source and submit an analogue or digital copy of the document produced and one copy of the reproduction.

In order to be able to publish for profit a full or partial reproduction of a document from the archive, it is necessary to request the authorization from the Record Office Management. This must be done using the following form (or downloading the pdf version) , complete with 2 stamps to show duty paid of €16,00: one to affix to the request by the user and the other to be affixed to the authorization by the management.

“... State, regional, provincial and municipal authorities and their consortia and associations, as well as Italian mountain communities,” are exempt from the payment of stamp duty (section 16, annex B, of Italian Presidential Decree no. 642 of 26/10/1972), as are non-profit organizations (section 18 of Italian Presidential Decree no. 641 of 26/10/1972). Authorization will also be given to these organizations without a stamp affixed.

The publication must feature precise reference details of the document, the wording “With the authorization of the Italian Ministry of Cultural Heritage and Activities”, and the basic details of the authorization.

It is a legal obligation to provide the Record Office with one copy of the publication for which authorization is requested. Breach of this obligation can result in refused authorization of further requests for photographic reproduction.

The publication for profit rights due from the applicant, as provided for by the Decree of 8 April 1994 of the Italian Ministry of Cultural Heritage,

  • are not applicable for books with runs of fewer than 2,000 copies and a price lower than €77.47, nor for scientific journals.
  •  In other cases, the amount due for the right to reproduce photographs taken with personal means in a printed edition in one language is €51.65 for colour photographs and €10.33 for black and white photographs.
  • The money for the rights must be paid, from Italy, into the Italian Post Office Current Account no./IBAN IT93M0760112800000000003434 in the name: Tesoreria provinciale dello Stato – sezione di Reggio Emilia, with the reason: diritti di riproduzione dell’Archivio di Stato di Reggio Emilia, capo 29° cap. 2584 art. 3; from other Countries the no./IBAN must have followed by the BIC/SWIFT BPPIITRRXXX. Proof of payment must be enclosed with the request for authorization for publication.

Request for authorization for publication

To the Manager of the Reggio Emilia State Records Office

Authorization for Publication

The fields in bold are required

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