Advice re: copyright and/or fair use

+6 votes
396 views
Hi, all! I just want to be sure that my thinking on this topic is correct. TL:DR, I need to know whether it's ok to use scans of documents in profiles when the documents are only available at the library in Salt Lake City, or online but only at the satellite libraries scattered around the world.

Longer explanation: I'm doing a one place study, and am using a church record book from 1871-1903 as a source in that study. There are 150+ pages in the book, affecting more than 1,000 individual people. Records are written in longhand, in the German language. I created an index of the records in that book and have posted the index on WikiTree (and nowhere else). I know that's ok, because the transcribing, translating, and indexing are my own work, and the library doesn't own that.

Where I run into trouble, though, is in drawing the line on the fair use of the scans I made of the pages in the book. Am I correct that it would be okay if I attached a scan of the page that shows my great-grandfather's wedding to my great-grandfather's profile? Or the baptisms of all of his kids? Or the deaths/burials or confirmations of all of my extended family of ancestors included in the book? Or how about the 1000+ other people in the book? Can I include the scan of their records? Assuming that posting a few is okay, but all is not okay, where does the line get drawn?

Edited to add that as of today, I haven't attached any of these pages to any profiles; I want to be sure it's okay before doing this.

Thanks for any guidance you can give me.
in Policy and Style by Darlene Harbick G2G6 Mach 1 (11.5k points)
edited by Darlene Harbick

4 Answers

+5 votes
Read the FamilySearch terms of service.
by George Fulton G2G6 Pilot (740k points)

George is right: this is not a copyright matter, but a question of what FamilySearch permits under the Terms of Use of its site. Since he didn't give the link, I will:

https://www.familysearch.org/legal/terms

It says "Unless otherwise indicated, you may view, download, and print materials from this site only for your personal, noncommercial use..." and "You may not post content from this site on another website or on a computer network without our permission." (I am quoting small text sections, not "content", under fair use :-)

Sorry, Darlene, but this seems to mean that you cannot post images from FamilySearch to WikiTree profiles without written permission from FamilySearch, particularly as WikiTree is a commercial site.

Jim, thanks for adding the link.
+2 votes

I'm not a lawyer, and I'm not giving legal advice, but what you describe sounds acceptable under the Fair Use doctrine to me. Brigham Young University has a decision trail web page (Decision Trail (byu.edu) that will guide you through to evaluate if it is available for fair use.

by Jimmy Honey G2G6 Pilot (217k points)
+3 votes
I believe that the fair use doctrine would not cover an entire page, but is applicable to a portion of the page.  If you cut all the data except what applies to the family, it would then be ok to upload to WikiTree, but be sure to provide a full citation of the source in the image comment field.
by Gaile Connolly G2G Astronaut (1.2m points)
+4 votes

I'll repeat what Jimmy opened with: "I'm not a lawyer, and I'm not giving legal advice." But copyright and intellectual property law can be extremely complicated wickets. Much of that complication has to do with the country/jurisdiction of the material and its creator.

However, it looks like the One Place Study that Darlene references is for St. John's Evangelical and Reformed Lutheran Church in Black Creek, Outagamie, Wisconsin. From that I would have to assume that all records were created and first made available in the United States. Darlene also notes that the record book she's working with contains entries ranging from 1871 to 1903.

The issue with some comments is that, in this instance, the doctrine of fair use does not apply because all materials are, by date, in the public domain. Further, while the terms of service as stipulated by FamilySearch certainly do matter, FamilySearch themselves can hold no legal copyright over the materials or any faithful copy or reproduction of the materials; see Bridgeman Art Library v. Corel Corp., 36 F. Supp. 2d 191 (S.D.N.Y. 1999). The FamilySearch (or Ancestry.com or any other U.S. site posting images or scans of historical materials) terms of service can apply to use of their site, but they cannot exercise legal copyright control over items that are in the public domain or that are faithful reproductions of the originals.

In the U.S., all materials released or published prior to 1928 are in the public domain; as of 1 January 2024 that will change to all materials released or published prior to 1929. All materials released from 1 January 1928 through 1963 that did not bear a copyright notice, or for which copyright was not renewed within 28 years of first publication, is in the public domain. All materials released from 1964 through 1977 that did not bear a copyright notice is in the public domain. All materials created by, or as work-for-hire for, the federal government are in the public domain; this includes all pages of the federal censuses. Laws of individual states differ, but most reflect the same position as the federal government, i.e., that materials--like a state census--created by the state are automatically in the public domain.

In the world of intellectual property there is a term called "compilation copyright" (something I dealt with extensively back when I had a publishing company) which essentially deals with the collection and creative arrangement and presentation of materials. An example of this might be a webpage displayed by FamilySearch describing an entry for John Smith and family from the 1940 U.S. Census. The way that webpage is laid out and formatted can be a FamilySearch copyright: we can't take a screen capture of that webpage and use it elsewhere. The scanned image of the actual page from the census, though, is in the public domain and cannot be under copyright.

Everyone has to do their own research and due diligence regarding copyright and, as I noted, that can become quite complicated when the creation or publication of the materials spans countries with varying laws. But we also shouldn't be too quick to rush to judgment that something is under legal copyright simply because some third-party's terms of service imply that it is. Historical documents are part and parcel of genealogy, and we do our research a disservice if we avoid using something simply because we think we can't.

by Edison Williams G2G6 Pilot (505k points)
Thank you, Edison. What you've outlined is what I understood, too. It is complicated (or is it?) by the fact that the church record book, as far as I know, was never published. I'm pretty sure it's only remained in private hands up until the library got hold of it for its microfilm collection. By the time they did that, it was probably at least close to the number of years that its age might suggest made it out of copyright. However, if the church let the book be copied by the library only on condition that its dissemination be restricted to in-library use (and how would we know if that were the case?), then does that mean publish date becomes the date they let the library copy it (and how would we guess which date that was?) or does it mean it's still never actually been published? Or some such question. I'm pretty sure that letting the library have the material means it has been published, just on a limited basis. But I'm still confused about whether I can use the age of the materials as a guidance in determining copyright, or if the library still holds that based on some other reason.

I know that the library would probably say they hold copyright. However, as I was an early submitter of my family tree to what later became Ancestry, and Ancestry claims now to own all rights to all those early trees, I'm guessing that their understanding of how copyright works is a little faulty, too.

I guess bottom line, I'm a little less scared of using copies of the scans on my own direct ancestors' profiles. Still a little leery of using them for anyone else.

No, you're absolutely correct, Darlene: it is complicated. That's why we have to do the research to figure out if something is, or might be, under copyright.

Works created in the U.S. that were in the public domain on 1 January 1978 (when the 1976 Copyright Act took effect) remain in the public domain and cannot subsequently be copyrighted. This has some fairly far-reaching impact upon genealogy reference websites and services and, given that 1978 date, even traditional genealogical libraries.

But backing up a bit--and remember, I am not a lawyer--in copyright terms "published" generally means the date a work is offered for distribution (or actually distributed) to the public, whether by sale or other transfer of ownership, or by rental, lease, or lending, with no explicit or implicit restrictions on the disclosure of its contents.

The granting of copyright protection requires that the original work be of a certain type. The U.S. Copyright Office states: "Copyright, a form of intellectual property law, protects original works of authorship including literary, dramatic, musical, and artistic works, such as poetry, novels, movies, songs, computer software, and architecture." Remember my example of compilation copyright? The USCO goes on to say: "These categories should be viewed broadly for the purpose of registering your work. For example, computer programs and certain 'compilations' can be registered as 'literary works'; maps and technical drawings can be registered as 'pictorial, graphic, and sculptural works.'

I don't want to know anything about the church records you're using (because then I can't be accused of providing legal advice if I don't know anything wink), but a few observations:

The records range from 1871 to 1903 and, by that and simply by the fact that they're church records, I assume there is no individual author of record. Meaning that if there is, in fact, an unpublished status that meant the records could still have been copyrightable under the 1976 act, then it is the church who would have an arguable case about copyright ownership.

Copyright is granted to the original author of a creative work, or to an entity which has contracted it as a work-for-hire. For instance, a ghost writer might sell an "autobiography" as a work-for-hire so that the celebrity is the author of record and therefore can register copyright. However, once copyright is established, even if I were to sell "All Rights" to a book, I am still nominally the copyright holder even though I have no rights left to exploit.

You can't register for copyright a "found work." In other words, if at a yard sale I stumble upon a never-before-seen manuscript written in 1890 by John Smith Jones about the Jones family and their migration to Oklahoma, I can't copyright it. It isn't my original work. I could go in and, quoting very liberally from the manuscript, write my own version of the events and copyright that. But copyright applies only to original work by a human (which is the rationale for the very recent publication by the Copyright Office detailing why no AI generated work is eligible for copyright).

The upshot of those three items is that--if copyright is in effect for the records, and it's a big if--it can only be the church who holds of the copyright. It could have transferred all rights to FamilySearch (highly unlikely), but FamilySearch was not the original creator of the work and would not hold the copyright. A compilation copyright regarding the way they present the information on their website or in their library, maybe; but not an original copyright of the work.

That these are church records--and I assume not records that the church considers private, such as financial information--my bet is that the church has made the records available to parishioners and the public for a very long time. But I can't know that. However, the first photocopier hit the market in 1959. If the church ever let the record books themselves be borrowed, or photographs taken, or photocopies made, then arguably they would have been published.

The Copyright Act of 1909 granted protection only to works published with a valid copyright notice. Accordingly, unpublished works were protected only by state copyright law, and even published works without proper notice fell into the public domain. The copyright term was 28 years with an optional renewal for another 28 years.

Unpublished works are, by definition, those which have not been distributed in any manner. Prior to 1978, copyright protection at the federal level was available only for published works. After 1978, copyright protection became available for both published and unpublished works. For works created before 1978 that were published or registered before that date, the initial term of copyright remained at 28 years from the date of registration or the date of publication with notice. At the end of the 28-year term, the copyright could be renewed optionally for another 67 years for a total term of up to 95 years.

Because so much of copyright revolves around a human creator, works created before 1 January 1978--but never published or registered by that date--are generally protected by copyright law for the life of the creator plus 70 years. For unpublished anonymous works and works where the death date of the creator is not known, the potential copyright term is 120 years from the date of creation. If it was Deacon John Smith who hand-wrote all the entries in those church records for a couple of years and he died in 1952 and those records could never have been considered to be published...public domain. The records you're looking at span 1871 to 1903. Coincidentally, 2023 is 120 years after 1903.

Again, far, far from legal advice. But without delving further into it, it's difficult for me to imagine a scenario where FamilySearch has any claim of copyright over images of the church records.

Thank you. That helps a lot.

And...after throwing way too many words at this (my keyboard hates me) I remembered I had bookmarked a summary how-to page from the Library of Congress. It isn't comprehensive, and it's geared--naturally--toward items, mainly photos and artwork, in the LOC's possession, but it still may be a useful cheat-sheet for stepping through evaluations of these types. Again: United States law only. Other countries differ.

Assessing the Risk of Using a P&P Image: "This document provides guidance on some of our most frequently asked questions about rights to images in Prints & Photographs Division (P&P) collections." https://www.loc.gov/rr/print/195_copr.html

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