09.10.2013 Topic: Charging policy for archival material 1. Introduction Following the transference of the archival material (TV footage and radio material) to the new buildings of the CyBC Archives, a charging policy has been decided regarding the material made available to third parties. The following decision constitutes a binding document, approved by the Board of Directors of CyBC at a meeting dated 9 th October 2013. The Board of Directors reserves the right to revise the specific charging policy, at any time this may be deemed necessary. 2. What the archival material includes TV footage: The TV archival material is divided into two categories: a) The original, unedited filmed material, in other words, the rushes, and the material that was not used during editing (trims). b) Completed programs including documentaries produced by CyBC, newscasts and news reports, and entertainment and cultural programs produced by CyBC. This material is to be found in six different forms which are quoted thereinafter in chronological order of use from the oldest one to the current one: 16 millimetre films, 2 inch films, 1 inch films, Umatic tapes, BETA tapes, DVCPRO tapes. Radio: Included in the radio archival material programs are programs of speech and music, most of them exclusive CyBC productions. There are also some are ERT (Greek Radio Television) productions, which have been digitized and stored in the server. Most of these programs, however, are to be found in the form of 5-inch, 7-inch and 10-inch films, and an even smaller number is to be found in tapes and dats. The radio archival material also includes a rich collection of songs and music which have been digitized or are to be found in CDs and records.
2/6 3. Categorization of Archives The archival material is divided into two basic categories: the currently produced programs (news and others) and the Archival Program. The material transmitted during the last six months is defined as current productions. The archives containing programs up to 1980 are defined as historical archives, the archives containing programs from 1981-1990 are defined as recent archives and the contemporary archives are the archives containing programs from 1991 up to the last six months. (The year 1991 is considered a landmark year, given that on this particular date the transmissions of the private radio and television began and accordingly, a large portion of the archival material is available from other sources as well. On the contrary, up to 1991, the material belonged almost exclusively to the CyBC Archives.) It should be clarified that older material dates from 1953, as regards the radio, and from 1958, as regards television. 4. Charges For the determination of the charging fees of the archival material, the following factors are taken into consideration: The rarity of the material. The date of its creation/attainment. The man hours required by the Archives personnel to locate and turn it over, in the proper form, to the applicants. The amortization of the machinery used for the preparation and the turning over of the material to the applicants. Its duration. Its use by the applicants for personal or commercial purposes. Based on the above, the following charges are specified: TELEVISION FOR USE WITHIN CYPRUS Current production: 10 euro per minute*
3/6 Archival Program: Contemporary Archives (1991-the present date): 15 euro per minute* Recent Archives (1981-1990): 20 euro per minute* Historical Archives (1958-1980): 50 euro per minute* *To the above charges a fixed sum of 40 euro is added, as a cost for services provided. This sum is payable in advance and non-refundable. All the above charges do not include the V.A.T. FOR USE OUTSIDE CYPRUS When the material to be made available is to be transmitted outside Europe, the price increases threefold. When the transmission will be made in Europe, the price increases fivefold. In cases of world transmission, the price increases tenfold. These charges cover up to three transmissions and concern CyBC productions. In all charges the fixed sum of 100 euro is added, as a cost for services provided. This sum is payable in advance and non-refundable.. The above charges do not include V.A.T. RADIO FOR USE WITHIN CYPRUS Current production: 1-15 minutes 50 euro* 16-30 minutes 75 euro* 31-60 minutes 100 euro* 60-120 minutes 150 euro*
4/6 Archival Program: Contemporary Archives (1991-the present): 1-15 minutes 75 euro* 16-30 minutes 100 euro* 31-60 minutes 150 euro* 61-120 minutes 200 euro* Recent Archives (1981-1990): 1-15 minutes 150 euro* 16-30 minutes 200 euro* 31-60 minutes 300 euro* 61-120 minutes 400 euro* Historical Archives (1953-1980): 1-15 minutes 300 euro* 16-30 minutes 400 euro* 31-60 minutes 600 euro* 61-120 minutes 800 euro* FOR USE OUTSIDE CYPRUS All the aforementioned sums increase by 100%. *To the above charges a fixed sum of 15 euro is added for processing costs. This sum is to be paid in advance and is non-refundable. All the above charges do not include the V.A.T. It is to be understood that, as regards the radio archives, the aforementioned charges concern the speech and music programs. Except in very exceptional cases, the distribution of copies is strictly forbidden, even with charge, due to copyright of the creators, in the case of CDs and musical records. The exceptions include non-profit organizations that will use the material for welfare purposes.
5/6 5. Exceptions From the above provisions are exempt: A limited number of current issues topics transmitted in programs of current affairs which are made available within the framework of mutual exchange between other radio and television stations and following the permission of the News Director. (In these cases a report is filed.) Specific programs or excerpts of these programs which are made available for use in public schools and non-profit organizations with a cultural, social and charitable mission. In these cases, a 50% discount is made, following a written and fully justified decision of the Director General and the explicit commitment-undertaking that they will be used exclusively for the aforementioned reasons and with the CyBC signal every 15 minutes in material exceeding a 15- minute duration and twice in material up to 15-minutes in duration, as regards the radio archives. In the case of the television archives, the logo of CyBC will be visible on the screen. Specific programs or excerpts from these programs made available to first degree relatives of people who have admittedly offered their lives for reasons of public interest. Specific programs or excerpts from these programs made available for the purposes of research projects to students of accredited university institutions. In these cases, the interested parties pay only for the cost of services provided. It is understood that this sum must be paid for every application made. Guests in CyBC television or radio programs with the clear understanding that the copy will be made during live transmission. Parliamentary Parties are granted a 50% reduction of the above charges for archival material of current productions and 20% for the Archival Program. 6. Application process The Archive Material is made available following a written application to the Director General. Each application is thoroughly examined and a common policy is followed. Organized bodies should present official work permits. If an application is made for copies of big productions for commercial purposes, a contract is first prepared, in which the allowed time of transmission is specified.
6/6 Additionally, for any charges exceeding 10.000 euro, a special agreement will be made, signed by the Director General. 7. Payment procedure Following the approval of the application, the applicant must pay in advance to the Department of Financial Services or deposit to the bank account of CyBC, the amount specified for services provided stated in Chapter 4, which is non-refundable. The remaining sum is paid when the copy is prepared and before this is handed to the applicant. The payment is made to the Department of Financial Services. In the receipt given, it is stated that the copy is made available for the reasons applied for, and that it is forbidden to copy it, reproduce it, post it on the internet or use it commercially. Regarding big productions for public viewing purposes, please refer to paragraph 6. 8. Reference to CyBC as an information source In all cases of transmission of archival material, an obligation is undertaken to refer to CyBC as the source of information. 9. Alternative ways of accessing radio and television material Currently produced radio and television material, following its transmission, is posted on the CyBC website, where it remains for a period of 15 days, thus giving the opportunity to any interest parties to have free access to it. For purposes of private use EXCLUSIVELY, the public may, in this way, have free access to it.