UAMS ADMINISTRATIVE GUIDE

NUMBER: 12.2.08
DATE: 08/17/00
REVISION:

Media Services provides both technical and general photography services to UAMS faculty, staff and students. The department also produces photographic images on its own from time to time for general use in illustrating various UAMS publications. This policy describes how images will be stored and made available for use of the UAMS community.

Photographic and digital images created by Media Services people in the course of their work and funded with university funds are the property of the University of Arkansas and are copyrighted by the university at the moment of creation. General-purpose images that belong to the University should be made available for official use to the entire UAMS community.

1. UAMS patients are photographed only at the request of a UAMS physician. Patients are not photographed in a manner that allows them to be recognized from the photo unless a valid patient release has been secured. Informed consent is the responsibility of the ordering physician. Media Services personnel responsibility is limited to obtaining an authorizing signature or verifying that such a document exists.
2. Model releases will be obtained by Media Services people when necessary. Model releases are not necessary when photographing students and employees of UAMS performing normal activities for their position or status.
3. Media Services will maintain files of patient and model releases.
4. Generally, original images are archived in Media Services and duplicates or copies are provided to the customer.

1. General purpose images that may have future use potential will be stored by Media Services in a secure manner to protect them from damage and extend their life span in the UAMS Image Bank. Current practice is to digitally scan images at low resolution when added to the collection and index records through an asset management data base that allows the collection to be searched and images viewed without handling the original image.
2. The following data are recorded when an image is added to the UAMS Image Bank:

1. Date of image capture
2. Category keywords to enable image retrieval
3. Names of recognizable people and / or places in the image
4. A description of the activity pictured in the image
5. Notes of any restrictions that may apply to future use of the image (see below)

3. Subject to the restrictions described below, images in the UAMS Image Bank are available to all UAMS people, who may place orders for the use of images for official university purposes. Prints, copies or duplicates will be provided by Media Services at an appropriate price.
4. Also subject to the restrictions described below, non-UAMS people or entities may also place orders for images stored in the UAMS Image Bank, and orders may be fulfilled when deemed to be in the best interest of the university. Prints, copies or duplicates will be provided by Media Services at an appropriate price. In addition to the restrictions described below, the university reserves the right to refuse any requests for use of images.

1. Patient photographs are released only to the requesting physician or to the Department of Health Information Management (Medical Records) at the physician’s request. Images with teaching value may be stored in a restricted area of the UAMS Image Bank if permitted by the ordering physician and the patient’s release.
2. General-purpose images acquired by Media Services professionals acting on their own initiative are normally added to the UAMS Image Bank as soon as they’re catalogued.
3. General-purpose and/or biomedical images commissioned by UAMS clients for the purpose of scholarly publication (e.g. journal article, textbook illustrations, etc.) are considered the author’s intellectual property in accordance with University of Arkansas Patent and Copyright Policy. Such images may be added to the UAMS Image Bank at the author’s option and with any additional restrictions for use that may be specified by the author.
4. General-purpose images "made for hire" (i.e., a UAMS department pays Media Services with university funds to create the image) are considered the property of the University of Arkansas rather than of the specific UAMS entity that commissioned their creation. However, it’s recognized that in some cases overuse of an image may compromise the effectiveness of a publication or a campaign. In those cases, the department may request that an image be excluded from the UAMS Image Bank until a certain "exclusive use" period of time has elapsed. Unless an "exclusive use" period is requested, images "made for hire" are added to the UAMS Image Bank as soon as they’re catalogued.

It will be the responsibility of Media Services to verify that general-purpose images produced may be used without "exclusive use" restrictions. Requests for periods of exclusive use exceeding six months will be presented to the Media Services Advisory Committee for a recommendation.

5. Other restrictions or conditions that may be requested by the customer will be presented to the Media Services Advisory Committee for a recommendation.