What Is an Archive Media Release Form and When Do You Need One?

Protect your production team from legal liability by having external sources sign an archive media release form.

In the video production industry, “archive media” in an archive media release form refers to a collection of pre-existing footage or files that have been previously recorded or created outside of the general course of production. This media, typically owned by someone other than the video producer, can include anything from historical footage, news clips, or even stock footage and is used to enhance or supplement a production.

Archive media is often maintained by libraries, museums, or other organizations that specialize in collecting and preserving materials for future generations. Though many commercial companies and news organizations maintain an archive of media for any number of business reasons. Access to these archives can be invaluable for filmmakers and video producers looking to add depth and context to their productions.

An archive media release is a type of material release which is a broad family of releases used for granting permission to use content (such as images, music, artwork, video, audio, etc.) in a purpose other than its original purpose. A material release can cover any type of content, from photographic, to audio, and even archival media. Depending on the project, material releases are used interchangeably to fit its needs..

What Is an Archive Media Release Form?

An archive media release form is a legal document that grants permission for the use of media from an archive in a new production. The form may include details such as the scope of the permitted use, any fees or royalties that must be paid, and any restrictions on how the material can be edited or altered.

When Do You Need an Archive Media Release Form?

In video production, you need an archive media release form when you plan to use pre-existing footage or materials from an archive that have been previously recorded or created for a specific purpose. The archive release form should already be signed by the time the video is released to the public.

What Information Should Be Included in an Archive Media Release Form?

An archive media release form should include the following information:

  • The name and address of the owner of the media
  • The name and address of the producer
  • The title and description of the production
  • The type of archive media being used in the production (video, photos, audio, etc.)
  • The duration of the use of the archive media
  • The compensation, if any, for the media owner
  • The rights granted to the producer
  • The signatures of the media owner and the producer

Where Can I Find an Archive Media Form Template?

There are many online resources where you can find archive media release form templates that you can use as a starting point for creating your own form. Some of these resources include legal document websites, video production websites, and film industry organizations. 

Get the Best Release Management System in the Market

Are you concerned about your company’s legal liability? If so, you’ll want to obtain archive release forms for any material that could potentially cause trouble if used without permission. However, traditional release management methods can be a hassle, taking up valuable time and resources.
ReleaseME by MEsuite is a release management software that streamlines the signing process. With ReleaseME, you can create hundreds of material release forms with ease. Owners can sign the forms electronically or access them by scanning a QR code. Plus, you can track the status of each release in real-time, so you always know where things stand.

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