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Copyright & Archive Consultant

iniva (Institute of International Visual Arts) seeks to engage an experienced Copyright & Archive Consultant to develop, create and deliver an Archive Plan by April 2025 in advance of a National Lottery Heritage Fund 2nd Round (Delivery Phase) funding application, which is scheduled for submission in August 2025. 

The appointed consultant will be required to build on outline proposals to develop an Archive Plan for the project in liaision with iniva staff, the Living Legacies project team, and iniva’s external project partners. 

Scope of works

The Copyright & Archive Consultant will:

  1. Create a framework for copyright clearance and creative commons licensing, which can subsequently be used in the Delivery Period to enable a Copyright Clearance Officer to easily follow a protocol for seeking permission to publish, exhibit and digitise archival materials. 
  2. Create a work plan for the archive material we seek to catalogue in the period and test the viability.
  3. Create a work plan and protocols for digitisation, including advice on services and budget for resources. 
  4. Consider how archive volunteers and trainees can participate in the project, digitisation and copyright clearance activities. 
  5. Advise on how the archive can be managed in and beyond the Delivery Period and what resources are needed. 
  6. Create a Draft Archive Plan and conduct revisions before supplying a final version by April 2024 to be ready for iniva’s Development Phase Review in May 2025.
  7. Liaise with the Project Manager to ensure the Archive Plan is integrated within other project plans and budget.  
  8. Attend National Lottery Heritage Project meetings as required and interact with the other external consultants engaged in the Development Period. 
  9. Aid iniva in thinking about legacy, long term planning and the potential of cataloguing our audio visual collections during this period. 


iniva will require the Consultant to include the following outputs:

  • A fully costed Archive Plan with contingencies for submission as part of the Delivery phase application.
  • Full researched plans for the archive, digitisation, copyright, archive volunteering and archive traineeships.
  • A job description for the proposed post of Copyright Clearance Officer to be funded through the Delivery Phase.
  • An electronic copy of the final documents in PDF and Word formats, with appendices detailing the full scope of research and work.
  • Electronic copies of source material.
  • Electronic copies of any presentations relating to the Archive Plan.

Tender Requirements 

The tender should include the following:

  • Proposed methodology, programme and timescales
  • A CV detailing relevant experience of creating an archive plan for copyright and digitisation, especially for National Lottery Heritage Fund funded projects.
  • Specific challenges and learning from previous National Lottery Heritage Fund planning work and how you would apply that to iniva’s programme.
  • A fixed-price quote proving a cost breakdown together with confirmation of any expenses including daily rates and VAT registration (if applicable),
  • Confirmation that the consultant has the capacity to complete the work within the timescale indicated below.
  • Insurance details. Consultants who do not hold the required level of insurance cover may indicate the cost of obtaining this additional cover and this will be added to the total cost of the quoted price for comparison purposes.
  • The contact details of two references.

How to Submit

The tender documentation should be marked ‘Living Legacies Copyright & Archive Consultant tender‘ in PDF format and sent to Tavian Hunter, Project Manager at thunter@iniva.org no later than 19 August 2024, 5pm.

Any documentation arriving after this time will not be accepted.

Short-listed candidates will be invited to interview and will be asked to make a presentation of their proposal.


Any enquiries about the tender process and general questions should be submitted to info@iniva.org no later than 5 August 2024, 5pm. Questions submitted after this time will not be answered.

Read the full brief below for more context, requirements and process for procurement of the consultancy services to carry out these tasks. 

Location: Remote working or at iniva’s premises at 16 John Islip Street in Pimlico with the ability to travel to London for meetings and workshops 

Reporting to: Living Legacies Project Manager 

Contract period: October 2024 – June 2025