Photocopies and other reproductions in exhibits

Based on an article by Norman Banfield

1.       The Problem

An exhibit is required to “consist solely of relevant philatelic material, supporting documentation and text, other than in an Open class” [GREV, Article 3.1]. With modern photocopying techniques, copies can look as good as the originals. Thus, it would be possible to include colour copies in an exhibit when the exhibitor does not own the original. Quality is so good it can be very difficult to identify a copy when mounted like original covers on a matte and seen through a protector and the frame.

For example, some exhibitors have been found to have downloaded a picture from a website and printed it in colour on good quality paper so that it looks like an original postcard. This is not an original of a picture the exhibitor owns and it should only be used where it is clearly identified as a copy and the size reduced appropriately.

2.       Solutions

The main point on reproductions is THEY MUST NOT BE CONFUSED with original material. It is absolutely critical the reproduction is clearly differentiated.

Differentiation by description

One solution is to clearly identify the reproduction with a statement in a smaller or different font from that used for the body of the exhibit.

Differentiation in size of copies

Some of the present rules in SREVs and Guidelines refer specifically to colour photographs, photocopies or reproductions being at least 25% different in size - i.e. reduced to 75% or less or enlarged to 125% or more. A black and white copy may obviously be a copy but a coloured copy needs to follow the “at least 25% different” rule.

Differentiation by mounting

Another suggestion is to use a different mounting method such as a border around a scan. But, beware not to confuse this method with any used to highlight important or rare items.

Title pages

It may be appropriate to state on the title page how reproductions are identified, such as: “Where reproductions of material are required to assist the exhibit development, these are clearly identified with smaller text font and a thin black border.”

3.       Guidelines for addressing the problem

Where there are specific rules they state “25% different in size”. This means reduced to 75% or less or enlarged to 125% or more but not in between. To avoid problems and loss of points, it is suggested:

• when showing a copy of the other side of a cover, postal stationery item or document, reduce the size to 75% or less of the original and apply this to both colour and black and white copies;
  
  
• always state “a reduced copy at [xx]%” and this may be as small as 50% - state the percentage to avoid confusion;
  
  
• for postmarks, where just the postmark is being copied, a full size copy is probably acceptable provided it is shown apart from the original [i.e. it is clearly seen to be a copy];
  
  
• for stamps, you may wish to enlarge all or part of the design and for this the copy must be enlarged 125% or more - again, state the “enlarged copy at [xx]%”;
  
  
• when stating the item is a reduced or enlarged copy it is better if this is in smaller type - it is clearly stated but does not detract from the main text on the page.

These are only suggestions - what you do is your choice but remember photocopies and other reproductions MUST NOT BE CONFUSED with the original material and follow the rules.

4.       References in the Rules

Only two of the FIP classes, Postal History and Aerophilately, refer to the size of copies. In both cases it is to coloured copies and these must be at least 25% different in size. While it might be presumed black and white copies can be full size and be legal it is not a good idea.

In New Zealand, the Social Class requires any colour copies to be 25% different in size and the Polar Class all photocopies are to be 25% different in size.

While the other classes may be silent on this issue if you must use a photocopy or other reproduction it is suggested you follow the “at least 25% different in size” rule for colour and black and white copies.