Rights and Image Coordinator

Position Summary

The Rights and Image Coordinator oversees the acquisition, organization, rights/licensing, and use of non-event photography (and other media/materials) for the Clark, as well as the distribution of the Clark’s permanent collection images. This position works with departments across the entire institute to acquire materials, identify rights issues, and collaboratively set and manage policies and procedures involving intellectual-property rights for related to exhibitions, programs, and the permanent collection.

The position manages rights and materials to be used in publications, exhibitions, multimedia guides, websites, activity guides, public programs, advertising, promotions, and merchandise, including images, texts, film footage, music, and other audiovisual elements. The position also serves as point person for requests to the Clark for images, manages the Clark’s open access image program, and serves as the Clark’s contact with Bridgeman Art Library (which manages image uses for permanent collection objects under copyright).

Major Duties and Responsibilities (Essential Functions)

Editorial and Production

• Participate in conceptualizing and development of image programs for institutional publications; research, propose, select, source, and organize images.
• Commission, hire, and direct both on- and offsite photography of exhibitions, installations, and loaned objects from institutions and private lenders as needed.
• Collaborate with Curatorial, Publications, Communications, and A/V staff to develop and publish multimedia resources to the Bloomberg Connects app.
• Acquire artist-provided images as needed for contemporary exhibitions and clear the use of Clark generated installation and documentary photography of artist’s works installed at the Clark.
• Maintain accurate caption, copyright, and credit information for images based on image-provider requirements, contracts, and discussions with artists and copyright holders.
• Actively monitor and manage relevant photography and R&R budgets.

Rights and Image Use

• Evaluate copyright status of images or other materials, negotiate and clear rights (when necessary), and acquire digital files from outside providers and rightsholders (and agencies such as ARS) for use in Clark publications, educational materials, merchandise, website, press and promotional print/digital uses.
• Maintain records of incoming image permissions, including status, fees, approvals, contract requirements, and procedures for renewal.
• Consult on when to proceed with practices based on fair use; provide due diligence in cases of potential orphan works and unknown copyright assertion.
• Manage the Clark’s open access policy for permanent collection images, including determining copyright status of works in the institute’s collection, as possible and making image files available as they come out of copyright;
• Manage the inclusion of Clark images under copyright status with Bridgeman and/or other agencies and make recommendations.
• Review rights, reproductions, and intellectual-property clauses in museum contracts and incorporate any necessary language into in-house documents.
• Contribute to interdepartmental project management documents (e.g., Captions & Permissions) regarding usage rights and image permissions for each exhibition.
• Field and respond to image permission requests that come in via the website.
• Liaise with exhibition manager and/or curator to clear images with artists for contemporary exhibitions.
• Evaluate Rights & Reproduction documents across the institute to reduce redundancy.
• Occasionally represent the museum at relevant conferences and seminars and stay up to date on rights issues within the museum field.

Digital Asset Management

• Evaluate images for quality, ensure that image assets obtained meet the museum’s standards for use and/or reproduction, and request new photography when needed.
• Partner with the Archivist re the Clark’s digital asset management (DAM) system and its contents, including the development and enforcement of metadata, taxonomy, tagging, and user permissions.
• Process, organize, and distribute photography of new acquisitions and other objects. Upload images into TMS collections database, the Clark’s DAM, and other locations when needed.
• Facilitate and develop new procedures for sharing assets and information across departments.
• Serve on the Clark’s Image Team.
• Foster cross-department collaboration and liaising on image asset matters.
• Other duties as assigned.

Minimum Qualifications

Education, Training, and Skills

• Bachelor’s degree preferred.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work both collaboratively as well as independently.
• Self-starter, initiative and leadership skills.
• Ability to manage multiple projects at once and to handle deadline needs from several departments.
• Robust understanding of digital-imaging standards and formats.
• Proficient understanding of digital asset management best practices.
• A thorough and up-to-date understanding of intellectual property laws, codes, and practices, including fair use and similar copyright issues, preferred.
• Proficient in the use of image editing and manipulation tools such as Adobe Photoshop.
• Budget management.

Work Experience

• Minimum of 5 years relevant experience preferred.
• Experience with digital asset management systems such as ResourceSpace, collection management systems such as Gallery Systems TMS, other print/media technologies, and archival/image management best practices.
• Experience commissioning and directing photo shoots

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