Collection Policy

Founded in 1805, the Pennsylvania Academy of the Fine Arts (PAFA) is the oldest art museum and art school in the United States. Its Archives have grown out of PAFA’s two central missions: the collection, preservation, and exhibition of art, and the education and training of artists. Today, the Archives serve as a vital research resource, documenting not only the history of the institution but also the broader development of fine arts and art education in America.

The Archives primarily house institutional records—papers, files, and publications—created by members of the PAFA community and preserved as a record of the Academy’s activities. The collection includes a wide range of materials, such as administrative documents, correspondence, electronic files, photographs, videos, audio cassettes, and financial records.

All materials are stored in secure, climate-controlled environments to ensure long-term preservation.

What We Collect: To fulfill its mission, the Archives actively collect non-current institutional records, official publications, campus/building documentation (blueprints), news clippings, faculty publications, student theses, and student life documentation (scrapbooks/memorabilia).

Acquisition: The Archives acquires material primarily through donation from departments of the Institution and from alumni, students, and interested members of the community.

Access Policy

• The Archives is open by appointment only for scholarly research. Appointments must be scheduled with at least two weeks advance notice.
• Researchers must provide a written description of the research project and indicate the collections to be consulted.
• Access is granted upon completion of a registration form and agreement to follow Access Procedures. Certain materials are restricted to protect individual privacy or proprietary rights.
• Archival material may only be published with written consent. Citation format: [Item identification and date], [Series], [Record Group or Manuscript Collection], Pennsylvania Academy of the Fine Arts, Archives.
• Laptop computers are permitted; scanners are prohibited. The Archives does not provide appraisals.

Take-Down Policy

PAFA makes digital materials available in good faith to support its educational and research mission. Content is provided in accordance with applicable law, including fair use, and based on the best available information regarding rights status. However, due to the nature of archival collections, rights information may be incomplete or unknown.

PAFA respects the intellectual property and other legal rights of third parties. Any individual or entity that believes material available through PAFA’s Digital Archive infringes copyright or other rights (including rights of privacy, publicity, or trademark) may submit a written request for review.

Takedown Requests

Takedown requests must include:

• Identification of the material in question, including a URL or other specific location;
• A description of the claimed rights and the basis for the request;
• Sufficient information to establish the requester’s authority to act on behalf of the rights holder, if applicable;
• Contact information for the requester (name, address, email, and telephone number);
• A statement that the information provided is accurate and made in good faith.

Review Process

Upon receipt of a complete request, PAFA will review the claim and may, at its sole discretion, remove, restrict, or modify access to the material while the matter is evaluated. PAFA reserves the right to request additional information or documentation before taking action.

Submission of a request does not guarantee removal. PAFA will make a good-faith determination based on applicable law, institutional policy, and the educational and scholarly purpose of the Digital Archive.

Limitation of Liability

PAFA shall not be liable for any claims, damages, or losses arising from the availability, use, or removal of materials in the Digital Archive. By using the Digital Archive, users agree to assume all responsibility for compliance with applicable laws and rights.

Rights, Usage & Disclaimer

PAFA’s Digital Archive supports the institution’s educational mission by providing access to digital collections for research, educational, and scholarly use. Materials are made available when they are in the public domain, rights are held by PAFA, permission has been granted, use is permitted under fair use, or no known restrictions exist.

While these materials are publicly accessible, additional restrictions may apply. PAFA makes every effort to identify and respect copyright and rights of privacy, publicity, and trademark; however, due to the nature of archival collections, this information is not always known or complete. We welcome information from rights holders to help ensure accurate records.

Publication, transmission, or reproduction beyond fair use requires written permission from the copyright holder. When known, rights information is provided in item records or accompanying documentation.

Researcher Responsibility: Researchers are responsible for determining copyright and any other applicable restrictions, and for obtaining necessary permissions based on their intended use.

Digitization Standards

To expand access and minimize the physical handling of original materials, the Archives digitizes selected collections in accordance with national best practices. We produce high-resolution digital surrogates primarily for long-term preservation purposes. While these files may be obtained for personal, educational, and research use, please note that their provision is subject to a reproduction and/or digital file fee.

Technical Specifications

Resolution: Minimum 600 ppi, with a target of 6,000 pixels on the long axis.

File Format: Tagged Image File Format (TIFF) using Windows (PC) byte order. Color images are captured at 48-bit RGB; black-and-white images at 24-bit RGB. Files are uncompressed.

Statement on Potentially Harmful Content

PAFA’s archival collections contain historical materials that reflect the cultural, social, and political contexts in which they were created. As a result, some items may include language, imagery, or perspectives that are outdated, biased, offensive, or violent.

These materials are preserved to maintain the integrity of the historical record and to support transparency, accountability, and scholarly research. PAFA does not endorse the views expressed in these materials.

While efforts are made to provide accurate and descriptive information, contextualization may be limited. Users are advised that archival materials may reflect the attitudes and practices of their time.

AI Disclosure Statement

The Archives utilizes Artificial Intelligence (AI) to enhance collection discoverability and administrative efficiency. Preliminary descriptions, administrative cataloging, and subject indexing drafted with AI assistance and subsequently reviewed, edited, and finalized by archival staff are classified as human-authored, staff-verified metadata. Consequently, these records do not require public AI attribution disclosures.