The Permissions File consists of the documentation you accumulate from rights holders who grant you permission. The Permissions File must be submitted to your Editorial team when all permissions have been received, at the time you submit your final manuscript or as soon as possible thereafter. You are strongly encouraged to retain a copy of the Permissions File for your records.
Prior to submitting the Permissions File:
- Confirm that all permission agreements, licenses, and releases are included.
- Add any relevant communication with the rights holder to the file, including all email correspondence and any attachments.
- Invoices do not always contain the full scope of rights granted, so be certain to include any terms of use provided by the rights holder.
- Include any relevant communication with your Editorial team regarding the permission requirements of specific content.
- Arrange documents in order, according to the Permissions Log. Scan the file as a single PDF, if possible.
- Electronically label the items in the PDF with the item description (i.e. Table 5.2) so that the file is searchable, if possible. Otherwise, clearly label the hardcopy documents prior to scanning, and review to confirm all labels are legible in the scanned file.