| Publication Policy Introduction
The Louis Armstrong Archives is the world’s foremost repository of materials relating to Louis Armstrong. A major part of the mission of the Louis Armstrong Archives is to disseminate information from its collections. The Louis Armstrong Archives welcomes proposals for the publication of materials in its collections.
What is a “Publication”?
In this policy, the term “publication” refers to books, periodicals, posters, note cards, compact discs, television broadcasts, radio broadcasts, and any other use of materials reproduced from the collections of the Louis Armstrong Archives.
Who can publish materials from the Archives?
The Louis Armstrong Archives welcomes proposals from commercial publishers, record companies, scholarly journals, network broadcasters, local cable broadcasters, and all other such agencies, large or small. At this time, the Louis Armstrong Archives do not provide materials to individuals for personal use.
Do I need permission to publish?
Any publication of materials from the Louis Armstrong Archives must be preceded by completing and signing a Publication and Use Agreement. The agreement is between the client (you) and the Louis Armstrong House and Archives at Queens College, CUNY.
How do I select photographs or other items?
We prefer that you visit the Archives, register as a researcher, and peruse the collections. That way we can show you the full depth of the collections and you can select specific items by accession number. We also maintain a Catalog of Armstrong Photographs which contains around 30 of the most popular photos in our collection and for which we already have copy prints for client use. If you are not able to visit the Archives, you may request materials by citing previous publications (“I need the photo of Louis and Lucille on pages 144-145 of Gary Giddens’ book”) or by subject (“Do you have any photos of Louis in Paris?”). You may also cite materials displayed on our web site (www.satchmo.net).
How do I request materials for publication?
Fill out a Publication Request Form as completely as possible and fax, mail, or e-mail it to the Louis Armstrong Archives. We will fill out a Publication and Use Agreement and send it to you. After we have received the signed Publication and Use Agreement and payment, we will ship the items to you. How long does it take before I receive materials for publication?
Like most repositories, we do not loan original photographs or artifacts to clients for publication. If you are requesting a photo for which we do not already have a copy print, we must have a print made. We provide you with a professional quality print made by one of the top photo labs in Manhattan. In general, we provide materials on the following schedule: | Action | Schedule | | You submit request | | | We send you agreement | 10 business days after we receive request | | You send us signed agreement and payment | | | We have prints/copies made and ship them to you | 1-10 business days after we receive agreement | I need these items right away! What do I do?
Call us at 718-997-3670. We process RUSH orders when possible. Is there a fee for publication?
Yes, the Louis Armstrong Archives charges a reproduction fee to cover the costs of reproducing materials and a licensing fee for the use of materials. The fees are comparable to the fees charged by other not-for-profit cultural institutions. The earned income from publications is used to continue the programs and work of the Louis Armstrong House and Archives. RUSH orders may be subject to an additional fee. Please see our Fee Schedule for details.
Are there restrictions on what can be published?
Yes, not all the materials in the collection are available for publication. For example, items that are too delicate for handling (e.g. news clippings in a fragile scrapbook) may not be published until conserved. Photographs that display a photographer’s credit are not reproduced without the written permission of the photographer. Donated materials may have restrictions imposed by the deed of gift. Requests that consume an unreasonable amount of staff time may also be denied. The decision to publish is made solely by the Director of the Louis Armstrong Archives or his designee on the curatorial staff.
Who owns the rights to these photos?
The intellectual property rights to a photograph are typically held by the photographer who took the photograph. The majority of photographs in the Louis Armstrong Archives do not display photographer’s credits, and in many cases—for example, a candid snapshot taken in the 1930’s—it is nearly impossible to identify who took the photographs. The Louis Armstrong Archives allows the publication of such photographs, but you assume responsibility for their use. Your responsibilities are detailed in the Publication and Use Agreement.
Do I need permission from Louis Armstrong’s estate to use a photograph?
Many uses of photographs, especially uses for commercial purposes, require the permission of Louis Armstrong’s estate. Louis Armstrong’s estate is administered by a private, not-for-profit foundation called the Louis Armstrong Educational Foundation. Click here for contact information for the Louis Armstrong Educational Foundation.
Can I reuse these materials for another project?
The Publication and Use Agreement typically covers a single project. If you wish to reuse materials for an additional project, we ask that you reapply. | 
