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Print Loan Policy & Procedures
Print loans will be restricted to films from the Archive's preservation collection, or films for which the Archive holds at least two prints in equally good condition. Most films are available in 35mm only. The Archive does not loan 16mm prints (unless a film was produced in that format), video copies, or any print in such poor condition that it does not accurately reflect the filmmakers' original intention. Archive prints will only be loaned to organizations that use a conventional two projector (changeover) system. Prints will not be loaned to organizations that use a platter projection system, or that build up prints onto larger reels in order to reduce the number of changeovers required. Print loan requests should be submitted in writing by post, fax, or e-mail a minimum of 30 days in advance of the desired playdate. Requests should be addressed to: Print Loans The Archive has only one circulating print of most films available for loan to other organizations. For this reason, borrowers are encouraged to submit loan requests as far in advance as possible. In order to minimize wear and tear on our archival prints, films may generally be screened no more than three times on any loan. Requests for additional screenings will be considered on a case-by-case basis. Organizations that have not previously borrowed prints from the Archive may be asked to submit contact information for sources from which they have previously borrowed films or letters of reference attesting to their ability to handle archival prints responsibly. Our ability to approve loan requests is limited by the number of prints our inspection and shipping staff can handle during a given period of time. Borrowers may be asked to reschedule a film for a later date, when a print is available or we are better able to accommodate their request. Or borrowers may be referred elsewhere if the same film is available in a print of comparable quality from a commercial distributor. Borrowers may also be asked to scale back the size of their request if providing every print requested would unfairly limit the number of prints available for loan to other organizations during the same period.
In addition, rights to many Archive films are controlled by outside individuals or commercial distributors. Borrowers will be advised of any required clearances at the time a loan is approved. Prints cannot be shipped until all proper clearances have been received.
In order to recover a portion of our costs to maintain a circulating film collection, the Archive charges a loan service fee that varies depending on such factors as film length and the number of films and screenings requested. Potential borrowers will be told the amount of the fee at the time they make their request. Payment of the loan fee is expected in advance. The Archive's loan service fee is in addition to any film rental required by the rights holder or authorized distributor. The borrower is solely responsible for all shipping charges and insurance of $600 per reel. All borrowers outside the Los Angeles area will be asked to furnish a Federal Express account number. Requests to substitute another shipper will be considered on a case-by-case basis. Shipment to and from locations outside Southern California must be by air, not ground. The Archive is unable to prepay shipping expenses for later reimbursement by the borrower. Prints must be returned to the Archive, prepaid and insured for $600 per reel, immediately after the final screening date unless the Archive requests transshipment to another borrower. Responsibility for payment of transshipping charges and insurance is to be determined by mutual agreement between the borrowers.
The borrower is responsible for inspecting prints after delivery and notifying the Archive of any damage discovered before projection. Otherwise, the Archive will assume that any damage discovered after the prints have been returned is the fault of the borrower (or, in the case of prints received by transshipment from a previous borrower, of the final borrower). Head and tail leaders may not be removed from any Archive print. Discovery
that head and tail leaders have been previously removed should be reported
as the borrower would report any other damage. The borrower must return or transship prints tails out on the reels on which they were received. Reel ends must be securely fastened with strong new tape. Late return of prints will be grounds to refuse future loan requests. The borrower will be expected to reimburse the Archive for lost prints and any form of damage including, but not limited to, heavy scratches, torn perforations, unauthorized cuts and splices, and breaks caused by the borrower during handling, projection, rewinding, or as a result of careless packaging and shipping, up to the full replacement cost of the print. In order to safeguard the integrity of its motion picture collection, the Archive reserves the right to suspend or terminate borrowing privileges to any organization for any reason, including, but not limited to, undue or repeated print damage, unauthorized use or duplication of borrowed prints, or lack of adequate onsite security.
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