Desk Research Terms and Conditions

RULES AND REGULATIONS ON DESK RESEARCH OF THE RESOURCES HELD IN THE COLLECTION AND ARCHIVES OF THE MSN

I. GLOSSARY

The terms used in these Rules and Regulations shall have the following meaning:
1. Rules and Regulations - shall mean these Rules and Regulations on sharing MSN collections as part of Desk Research without transferring the responsibility to an external entity;
2. Museum – shall mean the Museum of Modern Art in Warsaw;
3. Reading Room - shall mean the Reading Room of the Archives at the Museum of Modern Art in Warsaw;
4. Applicant - shall mean an entity that requests the sharing of the MSN collections as part of Desk Research;
5. Image - shall mean a digital representation of an object, by whatever means, in particular in the form of a photograph or a scan;
6. Desk Research - shall mean physical sharing of the Museum's collections with an interested person at their individual request, taking place at the Museum's premises at a date that is mutually convenient;
7. Commissioned Research - shall mean providing the interested person with factual information on the Museum's collections collated by a Museum staff member as per the scope agreed with the Applicant;
8. Researcher - shall mean a natural person conducting Desk Research or Electronic Research.

II. REQUEST FOR RESEARCH OF THE COLLECTION AND ARCHIVES OF THE MSN

1. Information on the Collection and Archives of the MSN is provided on the basis of the collection documentation held by the Museum. Research can be conducted in the following forms: 
1.1. Commissioned Research that involves collation of basic records concerning the collections by a Museum staff member and sharing them by email or in any other agreed form; 
1.2. Desk Research that involves the physical sharing of the collections at the Museum's premises.
2. Access to the resources held in the MSN Collection and Archives at the Museum's premises is provided only after a request is submitted and the Museum's consent is given.
3. The Museum's collections are available to all interested parties free of charge for research and education purposes.
4. A Research Request must be submitted on the Research Application available on the Museum's website. Submitting the request is not equivalent to obtaining the consent or having the Desk Research date proposed by the Applicant confirmed.
5. The Museum may refuse to give the Applicant its consent to share its resources for the purpose of Research, withdraw its consent or limit the amount of materials shared if:
5.1. the purpose of the requested Research may also be achieved through researching available publications, reproductions or otherwise;
5.2. the resources are temporarily excluded from use due to copyrights, moral rights, data protection rights, state of preservation, elaboration or recording;
5.3. the information provided in the form does not meet the formal requirements;
6. The presence of accompanying persons during Desk Research must be declared in the originally submitted request (the "Additional inquiries" field in the Form).
7. The request shall be considered without delay, no later than 7 working days after the date of its receipt.
8. If the request cannot be considered within the aforementioned time limit, the Museum shall, within 7 working days of the date of receipt of the request, communicate the causes of the delay and provide a new time limit within which it will consider the request, which shall not be longer than 2 months from the date of submission of that request.
9. The request must be submitted at least 7 working days in advance of the planned date of the Desk Research, taking into account the current Desk Research days.

III. RULES FOR THE USE OF THE RESOURCES FROM THE MSN COLLECTIONS AND ARCHIVES AS PART OF DESK RESEARCH

1. The decision on where the resources held in the MSN Collection will be shared is made individually for each request on a case-by-case basis.
2. The resources held in the MSN Archives are shared only in the Reading Room.
3. The resources from the MSN Collection are always used at a place designated by a Museum staff member, under supervision and in accordance with the guidelines provided by the Conservator.
4. Particularly fragile objects from the Museum's resources are used under the supervision of an MSN staff member and in accordance with the guidelines provided by the Conservator.
5. It is an MSN staff member who decides how the objects are handled. 
6. The resources held in the MSN Collection and Archives are passed only by an MSN staff member.
7. The Researcher is obliged to exercise extreme caution when using the resources. In particular, it is prohibited to:
7.1. alter to the order and layout of the archive materials;
7.2. place annotations;
7.3. use the archive resources as a pad.
8. Handwritten notes in the immediate vicinity of the objects may only be made with a pencil.
9. It is not allowed to have beverages or meals during Desk Research.
10. All bags and outer clothing must be left in the Museum's free cloakroom on the ground floor.

IV. SHARING IMAGES DURING THE DESK RESEARCH

1. During Desk Research, the Researcher may use their own small hand-held photo cameras or smartphones to take photographs of the shared objects under the conditions agreed with a Museum staff member (in particular without using the flash).
2. The images may be used within the scope of permitted personal use in accordance with the Act on Copyright and Related Rights. 
3. Publication of images of archive materials held in the MSN collections requires prior consent from the Museum. As regards archive materials which the MSN holds without the right to sub-license, sharing is possible provided that the applicant obtains and submits consent from the owners of the applicable rights.
4. The use of any image shared requires a copyright notice containing the name of the copyright owner and acknowledgements (credits) to the Museum of Modern Art in Warsaw.
5. On a case-by-case basis, the Museum may allow selected Archive resources shared during Desk Research to be digitised free of charge.
6. Where the images are used in any printed publications, please provide two free copies of the publication to the MSN Archives.