Rhizome | ArtBase Policy

COLLECTION MANAGEMENT POLICY

        Rhizome ArtBase Collection Management Policy


MISSION
        The Rhizome ArtBase is an artist-driven, web-based archive of new media and digital art. It provides public access to a wide-ranging collection of significant works and serves as a platform for artists to share their work within a relevant context. Its purpose is pedagogical: to preserve, promote, and educate around this emergent field of practice. The ArtBase is free to browse. Rhizome Members have greater access and interaction with the works.


SCOPE
        The ArtBase collects new media art objects that significantly utilize emerging technologies. The ArtBase encompasses a vast range of projects by artists all over the world who employ materials such as software, code, websites, moving images, games and browsers to aesthetic and critical ends. The ArtBase collection is primarily focused on archiving Rhizome commissioned artworks and other prominent and/or historically significant works at the discretion of Rhizome’s curatorial staff.

        The web-based nature of the ArtBase requires that all artworks in the collection must be accessible via a live Universal Resource Locator (URL) on the Internet. While all artworks are automatically published to the artist’s portfolio, only artworks that meet the predetermined ArtBase Selection Criteria will be accepted into the ArtBase archive. Artworks that do not meet the Selection Criteria will only be available in the artist’s portfolio.

        Rhizome adopts the term “art object” to describe the artwork and the metadata associated with the artwork. The ArtBase collection consists of two types of art objects -- Linked Objects and Archival Copies. All art objects in the ArtBase are user and member submitted links to artworks stored and hosted on another server or archival copies of artworks stored and hosted on the Rhizome server.
 
        Linked Objects are art objects accepted to the ArtBase and are accessible on a non-Rhizome server via a URL. 
        Archival Copies are art objects that include an archival copy of the artwork stored on the Rhizome server. This ‘clone’ serves as a backup in the event the original is inaccessible or obsolete. The artist is required to complete the Artist Questionnaire, which documents the artwork’s technical profile and establishes the artist’s intent for preservation strategies. These art objects comprise the permanent collection and are subject to preservation techniques, documentation and exhibition by Rhizome.


ACQUISITION OF OBJECTS
        The ArtBase acquires art objects by artists submissions, annual commissions and special invitation. Consideration for acceptance into the archive is based on the ArtBase Selection Criteria (see below). Once an art object is accepted and entered in the ArtBase, it will be stored and maintained for as long as possible, unless the artist asks for the art object to be removed or a third party makes a credible claim of copyright infringement.
Rhizome employs the following criteria to evaluate the potential historical or cultural significance of a particular artwork submission:
        - The work’s aesthetic innovation, conceptual sophistication or political impact.
        - The work’s relevance to the discourses of new media art and contemporary art in general.
        - The work’s provenance, including commissions, exhibitions and collections.
        - The work’s refined use of or reference to digital and Internet culture.

Submission Process
        In order to submit to the ArtBase, Rhizome requires that the artist or rights holder register a User or Member account with Rhizome.org. All art objects accepted to the ArtBase must be submitted by a user or member (who shall be referred to as the artist) through Rhizome’s website (http://rhizome.org/artbase/submit/). 
During the submission process, the artist creates the publicly viewable entry page by entering the pertinent information about the artwork and determining the metadata associated with the artwork. The Submission page is comprised of empty text fields that require the artist to complete in order to proceed. The artist is required to execute the “Rhizome ArtBase Agreement” and is given the option to apply a Creative Commons license to their artwork.

        Once an artwork has been submitted, Rhizome staff reviews the artwork and accepts or rejects the artwork based on the predetermined Rhizome ArtBase Selection Criteria. After the submission process is complete, the artwork will automatically be published on the artist’s profile page, regardless of acceptance to the ArtBase.

Acceptance and Rejection
        The artist will be notified of acceptance via the e-mail address provided on the artist’s profile page. When an art object is accepted, a Rhizome staff member will review the submitted metadata with the artwork and, if necessary, make changes or ask the artist for clarification or additional information. Once all documents and metadata are complete and accurate, the art object will be made available in the ArtBase. An artwork that does not meet the Selection Criteria will not be accepted to the ArtBase. Rhizome anticipates that its curatorial practice will evolve and allows previously rejected artworks to be resubmitted

Execution of ArtBase Agreement and Artist Questionnaire
        In order to submit an artwork to the ArtBase, Rhizome requires that the artist accepts the “Rhizome ArtBase Agreement.” The contract outlines the terms and conditions of submitting an artwork to the ArtBase. The acceptance of this agreement is required for both Linked Objects and Archival Copies.

        For an Archival Copies entered in the ArtBase, Rhizome requires the artist to complete the “Artist Questionnaire.” The Questionnaire collects information about the artwork’s technical profile and establishes a preservation strategy to employ for the artwork in the event of technological obsolescence. Rhizome stands behind the artists’ intent for the artwork and will make good faith effort to comply with all requests.

Creative Commons License Option
        Artists have the option to apply Creative Commons licenses to their artwork. These licenses allow other artists and the public to copy, distribute, display, perform and remix the copyrighted material as long as credit is given to the artist. Creative Commons licenses can be tailored to each individual work and determined by the artist during the submission process. If the artist does not wish to apply a Creative Commons license, they may choose to retain “All Rights Reserved” copyright of their work. The artist’s decision for copyright is publicly available when the work is displayed.

Commissions
        Rhizome’s annual Commission Program promotes and supports emerging new media artists. In order to preserve Rhizome commissioned artworks, Rhizome will create an Archival Copy of the commissioned artwork. Once the artist has realized the artwork, s/he must execute the “Rhizome ArtBase Agreement” and complete the“Artist Questionnaire” at the time of submission. A cloned copy of the work must be uploaded to the Rhizome FTP server. The commissioned work cannot be made publicly available in the ArtBase until all documents and metadata are complete and accurate. As part of the prize, all commissioned artists shall receive lifetime membership access to Rhizome.


REMOVAL OF OBJECTS
        Rhizome reserves the right to remove art objects from the ArtBase at any time. Reasons for removal include, but are not limited to, copyright infringement, failure to keep artwork live, the artwork is potentially harmful or the artwork is defamatory or derogatory. When an art object is removed from the ArtBase, the artist will be notified by Rhizome staff in an e-mail sent to the address provided in the submission documents or artist profile.
  
        As part of the 2010 Strategic Overhaul of Rhizome’s website and the ArtBase, currently inactive or broken art objects will be removed from public view in the ArtBase. Rhizome staff will make a good faith effort to contact the artists to update the location or fix the error of an inactive artwork. If the artist does not comply or responds within a reasonable period of time or declines to update, the art object will be removed from the ArtBase following the Removal Procedure.

Removal Procedure
        When art object is identified for removal by Rhizome staff, the artist will be notified. Three separate e-mails will be sent to the email address provided in the submission documents or as listed on the artist’s profile. Each e-mail will give a deadline and detail the steps the artist must take to either reactivate the artwork or request for the removal from the ArtBase. If the artist does not respond by the deadline, the art object will be removed from the ArtBase. Once the art object is removed from the archive, the artist will be notified by e-mail. Rhizome assumes no responsibility to search for the artist’s contact information in the event that they no longer maintain the e-mail address on record.

All art objects removed from the ArtBase will be documented (correspondence, metadata etc.) and kept on file at Rhizome. Any artwork removed from the ArtBase may be resubmitted by the artist at any time.


DISTRIBUTION & COPYRIGHTS
        Rhizome supports the open exchange of ideas and recognizes that digital materials are copyrightable. In order to protect the copyrights and free expression of artists, Rhizome provides the option to a Creative Commons license. Creative Commons licenses give ability to copy, distribute, display and remix an artwork while retaining the artist’s copyright. While the Creative Commons licenses vary, every license retains copyright by requiring attribution to the copyright holder. Rhizome fully supports Creative Common licenses and respects the artist’s decision concerning copyrights.

        Rhizome anticipates the distribution of content uploaded to the ArtBase to third party collections, archival resources and naming authorities, such as ARTstor and the Getty List of Artist Names,  as well as the need to provide an open application programming interface (API) for artists to utilize. By uploading content to the Rhizome website and ArtBase, artists understand and agree to allow Rhizome to distribute images, text and other information to third party affiliates for non-commercial purposes only.


CARE OF THE COLLECTION
        Rhizome anticipates that all works in the ArtBase will face technological obsolescence as technologies continue to evolve. As the mission states, preservation is one of the primary objectives of the ArtBase and Rhizome encourages artists to actively participate in the preservation of their works. Preservation strategies are determined by the artist in the Artist’s Intent section of the “Artist Questionnaire.” This document sets forth the artist’s will by outlining the most appropriate preservation strategy and documents the artwork’s detailed technical profile.

Currently, there are four main approaches to preserve art objects in the ArtBase:
        Documentation: Artist or Rhizome created text descriptions, still images, moving images or audio recordings and Artist Questionnaire.
        Migration: Translation of data written in an obsolete format to a currently supported format.
        Emulation: Use of emulators to run obsolete software.
        Reinterpretation: Recreation of the original while keeping the conceptual framework intact.

Rhizome’s limited staff and resources can only support the preservation of Archival Copies by migration, emulation or reinterpretation at this time. In order to better preserve artworks catalogued in the ArtBase, Rhizome intends to create Archival Copies of all Linked Objects in the collection by collecting copies of the artwork and the Artist Questionnaire.


RECORDS
        Every artwork in the ArtBase is associated with a set of metadata that provides information to the technical profile, keywords, documentation and administrative data when an artwork is accepted to the ArtBase. Much of the metadata is determined and assigned by the artist through the Submission process and reviewed by Rhizome staff. The Rhizome collections staff will be responsible for ensuring that the metadata is correct before making the art object publicly available in the ArtBase.

        The ephemeral nature of new media artworks and technological obsolescence are the two major causes of inactivity in the ArtBase. Rhizome attempts to combat the detrimental effects of obsolescence by creating comprehensive documentation of archival copies in the ArtBase in the Artist Questionnaire. Below are the fundamental steps to capture the essence or the idea of an artwork when the artwork cannot be experienced firsthand.
        - Detailed descriptions of the behaviors and technical properties of each artwork (by the artist, by the Rhizome staff, through artist interviews and the Questionnaire). 
        - Links to commentary, critiques or discussion of the work on Rhizome or other credible websites or publication
        - Multiple screen captures or still images of the work (by either the artist or Rhizome)
        - Audio recordings, if applicable
        - Moving images, if applicable

Documentation will be made at the time of acceptance before the work is made available in the ArtBase. Periodically, documentation may be updated if needed. 
All data for the ArtBase and Rhizome.org is currently stored by Rackspace Hosting in San Antonio, TX and maintained/overseen/managed by Rhizome’s current Director of Technology. Backups are conducted on a regular basis by the Director of Technology and Rackspace, and are stored both at the New Museum and Rackspace.


INVENTORIES
        Regular inventories evaluate the viability of art objects and the accuracy of records in the ArtBase is necessary to combat the threat of technological obsolescence. Regular, scheduled inventories of the ArtBase are necessary for evaluating the integrity of the archive, and ensure that archived artworks are functional, that the records are updated and accurate, and that any preservation risks are discovered. As well, the archive's underlying technologies should be routinely updated to combat technological obsolescence and promote system security. Ongoing maintenance of records will ensure that all documentation is accurate and comprehensive.

        Rhizome staff will conduct inventories of art objects in the ArtBase to ensure all links are active, the metadata is consistent and all records are accurate and complete. The Director of Technology is responsible for the automatic and manual checks for inactive links. Rhizome will provide an error reporting system for users and members. Complete inventory of the ArtBase will be conducted every five years. 


ACCESS TO THE COLLECTION
        The ArtBase is free and accessible in its basic form to the public on Rhizome’s website (http://rhizome.org/artbase/featured/). Anyone with Internet access can sign up by providing a valid email address and creating a password. There are three types of accounts:

        Rhizome Users can browse the majority of Rhizome's content, post to our email lists, and submit projects to the ArtBase and our annual Commissions program. Users simply have to sign up by giving their email address and a password. Users have limited access to the ArtBase in that they are unable to interact with the work (via saving, annotating, and other available tools) and are unable to view a work’s full metadata. 
        Rhizome Members have full access to Rhizome: they can interact with Artworks and have full access to an Artwork’s metadata. Members can also curate exhibitions in the ArtBase, browse our New Media Resources, vote on Commissions Proposals, and receive a 10% discount at the New Museum. Membership costs $25 annually, and goes directly into supporting Rhizome's programs and the efforts of our staff.
        Organizational subscriptions are group memberships to Rhizome that allow members of institutional communities (such as students, faculty or artists) to gain access to all of Rhizome's resources and services without having to pay for membership individually. These Subscriptions allow staff, faculty and students to gain access to all of Rhizome's features and services for free.

ARTIST AGREEMENT POLICY

        Rhizome ArtBase Artist Agreement Policy       

        This agreement sets out the terms and conditions by which you agree to
        allow us to include or link to ["TITLE OF ARTWORK"] in the Rhizome
        ArtBase. This agreement also sets out the terms and conditions by
        which Rhizome agrees to accept your artwork into the ArtBase.
        
        I. General Information
        
        The Rhizome ArtBase is an online archive of new media art that is
        maintained by Rhizome at the New Museum a non-profit arts organization
        in New York City. The ArtBase provides public access and exposure to a
        comprehensive collection of new media art, serves as a platform for
        artists to present their work and preserves key artworks for the
        future.
        
        The ArtBase includes two types of art objects: Linked Objects and
        Archival Copies. Both, Linked Objects and Archival Copies, include
        information about an artwork ("metadata"), such as the artist's name,
        the date the project was created, the project's title, original URL,
        keywords, technologies used, an artist's statement and a thumbnail
        image. Artists who submit artworks as Linked Objects or Archival
        Copies provide us with such metadata, which we may then edit to ensure
        completeness, consistency and accuracy.
        
        Artists who submit artworks as Linked Objects provide us with an
        Original URL link that leads to the artwork located on another server
        as well as metadata about the artwork.
        
        Archival Copies include a copy of the artwork that is stored on
        Rhizome's servers. Users can access the artwork by clicking on an
        Original URL link that leads to another server or a unique URL
        assigned to the artwork by Rhizome and located on the Rhizome server.
        The Archival Copy serves as a snapshot of the work as it existed when
        it was archived as well as a backup copy in the event the original
        version becomes inaccessible. If the work changes after it is
        archived, the Archival Copy may differ from the version of the artwork
        maintained by the artist.
        
        II. Your Rights
        
        Even though you submit your artwork to Rhizome for inclusion in the
        ArtBase, and execute this agreement, you retain ownership of copyright
        and all other rights in your artwork or as defined by the Creative
        Commons license you assigned.
        
        Inclusion of your artwork in the ArtBase does not preclude you from
        exhibiting your artwork elsewhere, online or offline. Nor does
        inclusion of your artwork in the ArtBase preclude you from selling or
        otherwise seeking financial compensation for your artwork in another
        context. Both parties agree to not seek nor be entitled to any
        compensation from the other by reason of Rhizome including your
        artwork in the ArtBase.
        
        You may use the fact that your artwork has been included in the
        ArtBase on your resume or curriculum vitae, or to promote your artwork
        in other ways. You may also link to the ArtBase or directly to your
        artwork in the ArtBase.
        
        If you ask us to remove your artwork and the metadata about your
        artwork from the ArtBase, we will endeavor to do so within 60 days of
        receipt of your request. Requests may be sent via email to
        artbase@rhizome.org. Once your artwork is removed from the ArtBase,
        you will be notified by email from Rhizome. Note: removing your
        artwork from the ArtBase means removing it and the metadata about your
        artwork from the ArtBase web site. We may not be able to remove your
        artwork or the metadata about your artwork from backup copies of the
        web site in archival storage.
        
        If you decide that you want us to include your Linked Object as an
        Archival Copy, you may request that we do so by sending an email to
        artbase@rhizome.org. Due to limited resources, we may not be able to
        comply with all requests.
        
        If your artwork changes and you want to update the Archival Copy in
        the ArtBase, you may request an update by sending an email to
        artbase@rhizome.org. Due to limited resources, we may not be able to
        comply with all update requests.
        
        In the event your artwork is removed from the ArtBase, you reserve the
        right to resubmit your artwork to the ArtBase at any time.
        
        III. Our Rights
        
        By submitting your art work to the ArtBase as a Linked Object, you
        grant Rhizome the right to link to your artwork and to use your name,
        the title of your artwork, and all other metadata about your artwork
        that you submit to us, including the thumbnail image of or taken from
        your artwork, both on the Rhizome web site and elsewhere for
        promotional and fundraising purposes.
        
        By submitting your art work to the ArtBase as an Archival Copy, you
        grant Rhizome a non-exclusive, worldwide, royalty-free, fully paid-up
        license to store copies of your artwork on our servers, to include
        your artwork in the ArtBase and to perform, display or otherwise make
        available your artwork to users online. You also grant Rhizome the
        right to use your name, the title of your artwork, and all other
        metadata about your artwork that you submit to us, including the
        thumbnail image of or taken from your artwork, both on the Rhizome web
        site and elsewhere for promotional and fundraising purposes. You also
        grant Rhizome the right to make changes to your artwork for purposes
        of preserving the artwork and for access by users, as specified by you
        in the Artist Questionnaire.
        
        You grant Rhizome the rights to create a thumbnail image of or from
        your artwork if you either do not provide one or if the thumbnail
        image you provide does not meet our standards, and to include such
        image in the ArtBase.
        
        We reserve the right to make changes to the metadata you provide about
        your artwork for the purposes of completeness, consistency and
        accuracy.
        
        Rhizome reserves the right to remove artworks from the ArtBase at any
        time. Reasons for removal include, but are not limited to, copyright
        infringement, failure to keep artwork live, the artwork is potentially
        harmful or the artwork is defamatory or derogatory. If your artwork is
        removed from the ArtBase, you will be notified by Rhizome by email
        sent to the address you provide.
        
        IV. Your Obligations
        
        You agree to keep the contact information in your member record on the
        Rhizome web site up-to-date and accurate.
        
        You agree to actively maintain your artwork to ensure that it is live
        and accessible to the ArtBase.
        
        You agree to notify us of any changes to the URL where your artwork is
        available so that we can keep the Original URL field up-to-date. Such
        notice shall be sent via email to artbase@rhizome.org.
        
        By submitting your artwork as an Archival Copy, you agree to upload
        your artwork to our server and to test its functionality.
        
        By uploading content to ArtBase, you understand and agree to allow
        Rhizome to distribute images, text and other information to third part
        affiliates for non-commercial purposes.
        
        V. Our Obligations
        
        We agree to use reasonable efforts to ensure that the metadata that
        you provide about your artwork remains secure and accessible for the
        future by providing high web server availability and redundant
        backups. We also intend, but are not obligated, to provide access to
        obsolete software.
        
        We agree to use reasonable efforts to ensure that the Archival Copy of
        your artwork remains secure and accessible for the future by providing
        high web server availability and redundant backups. We also intend,
        but are not obligated, to provide access to obsolete software and to
        implement measures to preserve your artwork, such as documentation,
        migration, emulation and reinterpretation, as indicated in the Artist
        Questionnaire. We agree to notify you of any changes to your artwork
        that are permitted by you, as specified in the Artist Questionnaire.
        
        If Rhizome is no longer able to maintain the ArtBase, we will endeavor
        to find a trusted third party to take on and maintain the ArtBase. At
        that or any other time you may ask to remove the metadata about your
        artwork from the ArtBase.
        
        We agree to notify you if your artwork is removed from the ArtBase in
        accordance with Rhizome's removal policy (please refer to the ArtBase
        Collection Management Policy for more information). Rhizome assumes no
        responsibility to search for the artist's contact information in the
        event that they no longer maintain the email address on record.
        
        VI. Representations; Disclaimers; Limitation of Liability
        
        You represent that your artwork, the thumbnail image and the other
        metadata that you provide to us do not infringe the intellectual
        property rights of any other person, that you have the rights to
        license your artwork to Rhizome and to authorize Rhizome to include
        metadata in the ArtBase and that you are authorized to enter into this
        agreement.
        
        We represent that we are authorized to enter into this agreement, and
        we disclaim all other representations and warranties, express or
        implied.
        
        Neither Rhizome nor any of its officers, directors, employees, agents,
        representatives, information providers or licensors ("Affiliates")
        represent or warrant that the ArtBase will be available or will be
        uninterrupted or error free, or that access to the ArtBase will be
        secure, or that information contained in the ArtBase will be accurate.
        
        In no event will Rhizome, or any of its Affiliates, be liable to you
        for any direct or other damages arising out of this agreement,
        including, but not limited to, including or linking to your artwork in
        the ArtBase.
        
        VII. Indemnification
        
        You agree to defend, indemnify and hold harmless Rhizome at the New
        Museum and its Affiliates from and against all third-party claims and
        expenses (including attorneys' fees) arising out of our including
        metadata about your artwork in the ArtBase, including, but not limited
        to, any breach of any of your representations.
        
        We agree to defend, indemnify and hold you harmless against all
        third-party claims and expenses (including attorneys' fees) arising
        out of the ArtBase (other than claims and expenses arising out of any
        breach of your representations), including, but not limited to, any
        breach of any of our representations.
        
        VIII. Survival
        
        Sections VII and IX and this Section VIII shall survive termination of
        this Agreement.
        
        IX. Miscellaneous
        
        This agreement constitutes the entire agreement between Rhizome and
        you and may only be amended in writing by mutual agreement. No waiver
        by either party of any breach or default hereunder shall be deemed to
        be a waiver of any preceding or subsequent breach or default. This
        agreement shall be construed in accordance with the laws of the State
        of New York, without regard to its conflict of laws rules.