156 · Representative Documents: Copyright and Use Rights Policies
DIGITAL LIBRARY OF THE CARIBBEAN
Guide to Permissions &Copyright/Public Domain Review
http://dloc.com/AA00002865/00004/pdf
www.dloc.com Permissions and Copyright: 4
Overview of the Process to Request Permissions
Requesting permissions does require locating the person or entity holding the rights and sending them
the permissions request letter and grant of permissions. Most often, simply locating the person is the
most difficult part of this process. Luckily, the Caribbean fosters many rich collaborative networks and
often other dLOC partners can assist in locating particular rights’ holders.
The dLOC cover letter and grant of permissions templates cover most of the information needed,
including:
• the scope of dLOC as a collaborative, international digital library
• where and how the work will be used
• any future uses envisioned
• the specific rights being requested
Partners will need to amend the templates to include the specific creator, title, and item information for
the item for which permissions are being requested. Placeholder text in red marks where the
information needs to be updated in the templates. The templates are included with this guide and are
also available from the dLOC website.
Partners will need to, maintain documentation on the process of requesting permissions: when, where,
and to whom permissions have been sent and similar documentation on any responses received from
rights’ holders.iii This documentation is important for internal workflows. Further, if the rights’ holders
prove to be un‐findable, the documentation will show due diligence in the process. With this
documentation, some institutions will proceed with digitization. For example, some institutions will
digitize orphan works for open access online. The works are displayed with a note stating that the
institution believes the use to be acceptable per copyright and other laws and requesting that any
concerned parties contact the institution, and then providing contact information.iv
DIGITAL LIBRARY OF THE CARIBBEAN
Guide to Permissions &Copyright/Public Domain Review
http://dloc.com/AA00002865/00004/pdf
www.dloc.com Permissions and Copyright: 4
Overview of the Process to Request Permissions
Requesting permissions does require locating the person or entity holding the rights and sending them
the permissions request letter and grant of permissions. Most often, simply locating the person is the
most difficult part of this process. Luckily, the Caribbean fosters many rich collaborative networks and
often other dLOC partners can assist in locating particular rights’ holders.
The dLOC cover letter and grant of permissions templates cover most of the information needed,
including:
• the scope of dLOC as a collaborative, international digital library
• where and how the work will be used
• any future uses envisioned
• the specific rights being requested
Partners will need to amend the templates to include the specific creator, title, and item information for
the item for which permissions are being requested. Placeholder text in red marks where the
information needs to be updated in the templates. The templates are included with this guide and are
also available from the dLOC website.
Partners will need to, maintain documentation on the process of requesting permissions: when, where,
and to whom permissions have been sent and similar documentation on any responses received from
rights’ holders.iii This documentation is important for internal workflows. Further, if the rights’ holders
prove to be un‐findable, the documentation will show due diligence in the process. With this
documentation, some institutions will proceed with digitization. For example, some institutions will
digitize orphan works for open access online. The works are displayed with a note stating that the
institution believes the use to be acceptable per copyright and other laws and requesting that any
concerned parties contact the institution, and then providing contact information.iv