Dear Harald,
A few years ago, I was part of a project that worked on part of what you are looking at--preparing templates for seeking copyright permissions, etc. In fact, we held a conference in Tokyo with a number of copyright stakeholders. The project was imagined and managed by the North-American Coordinating Council of Japanese Library resources:

http://guides.nccjapan.org/homepage

You'll find templates and other forms of advice for seeking permissions
here:

http://guides.nccjapan.org/imageuse?hs=a

And I think you'll want to reach out the organizations executive director, Vickey Bestor:

vbestor@fas.harvard.edu

All the best,
Robin LeBlanc
Washington and Lee University
Lexington, VA, USA