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Sending images

Frequently Asked Questions about Scanning and submitting your own pictures to the project.

People frequently ask us how they can submit their own photographs to be included on the 'Picture the Past' website. We are always delighted to hear of any suitable images that we can include and the following guidelines are intended to answer some of the more common questions we get asked. You can either send digital copies or original photographs. However, we accept no liability for items sent in the post and strongly recommend that you arrange to bring them in personally for scanning (but please make an appointment first).

Q. Can I send photographs I have to you?
A. First of all, we ask that all images loaned to us are either out of copyright or that we have your written permission to digitise and use them. Possession of an image does not necessarily mean you own copyright to the image and copyright laws are lengthy and strict. Therefore we only accept images where the owner can grant us the right to use copies of them. You will need to download a reproduction agreement form [click here], print it off, fill it in and post it to us at Picture the Past, Derbyshire Record Office, County Hall, Matlock, DE4 3AG. This form gives you the ability to say how we can use your images - either just to show on the website or to be able to sell them as well (income from the sales of images goes back into conservation of more images).

Q. Do you want more modern photographs?
A. We don't have many images from the 1930's to 1960's so we are particularly interested to hear about any from that era. However we welcome any images, even a few modern day ones which serve as a good contrast to show how an area has changed.

Q. How should I scan my photographs?
A. In order to be able to get a good quality copy we need to have a good quality scan of each image and prefer to receive high-resolution images. We ask that the resolution is at least 300dpi and the scan is preferably sized at around A4 (roughly 30cm x 21cm or 10" x 8") irrespective of the size of the original. They can be saved as Jpegs but do not put too much compression in to them. Generally speaking, a Jpeg with a file size of around 1.5MB to 2MB would be quite acceptable. Remember that this is the size of the actual file (with some compression) and not the size of the picture which will be somewhat bigger at around 9-15MB. You can also send TIFF files, however, these would be far too big to e-mail and it's recommended that you send them on CD.

To recap - when scanning images it is generally best to set the resolution to 300dpi and set the output size to something like 10"x8", then save it as a Jpeg with minimal compression.

Q. How can I send the Images
A. Our preferred method is to receive images on CD/DVD together with the signed Reproduction Agreement form. Jpegs can be e-mailed to us but please call the Project Manager, Nick Tomlinson, on +44 (0)1629 533809 for details of which e-mail address to send them to.

Q. Extra Information
A. Obviously a photograph needs some information to go with it so we would appreciate it if you could include a text file, spreadsheet, letter or an e-mail so that we can add this information to the database. Information that we need includes:
Location or Street:
Date of Image:
Additional Notes:

Please contact the Project Manager to discuss the above in greater detail or to arrange a convenient time for you to visit the project office.