Copyright and Intellectual Property Management
Copyright and intellectual property management are essential parts of collections documentation. Many collection items—such as photographs, artworks, documents, audiovisual materials, and digital assets—may be protected by copyright or subject to specific usage restrictions. Recording this information within collection records enables you to maintain clear, consistent documentation of ownership, permissions, and licensing over time.
What is Copyright?
Copyright is a legal protection for original creative works. It applies to materials such as:
- Photographs
- Artwork
- Written documents
- Audio and video recordings
- Digital media
- Graphic designs
Copyright generally grants the rights holder control over reproduction, distribution, display, and reuse of a work.
Importantly, ownership of a physical object does not necessarily include copyright ownership. An institution may own an object while copyright remains with the creator or another rights holder.
Intellectual Property Management in CatalogIt
CatalogIt enables users to document copyright and licensing information directly using the Copyright expansion panel. This centralizes rights information so staff can understand how materials may be used or shared.
The Copyright expansion panel, which exists within the classifications for the items to which Copyright typically applies, includes the following fields:
Type of License
Indicates whether a rights agreement is exclusive or non-exclusive.
Holder
Identifies the individual or organization that owns the copyright or intellectual property rights.
Date
Records key rights-related dates such as copyright, license, or transfer dates.
Details
Stores additional context such as credit lines, permissions, or licensing terms.
Restrictions
Documents any limitations on use, reproduction, or access.
Image Captions and Rights Information
When publishing records through the CatalogIt HUB (link), you may wish to include rights information directly in image captions to communicate attribution and usage requirements alongside collection materials.
Watermarking on the HUB
The CatalogIt HUB includes an option to watermark published images. This can help deter unauthorized reuse and reinforce institutional attribution, particularly for publicly visible or high-value images. You can customize your watermark within your Web Publishing settings. Please note that watermarking does not fully prevent copying or redistribution.
Managing Online Access
Publishing collections online increases visibility and engagement but reduces direct control over how content is shared. If you are particularly concerned, bear in mind that the most effective way to fully control access to collection materials is to refrain from publishing them online.
Institutions often take different approaches depending on their needs, such as publishing metadata only, limiting image resolution, applying watermarks, or restricting sensitive materials.
Best Practices
Effective intellectual property management in CatalogIt typically includes:
- Consistent documentation of rights information
- Recording known holders and agreements
- Retaining permission and license records
- Reviewing rights before publication
- Including credit and attribution details
- Updating records when rights change
Clear rights documentation supports responsible stewardship, ethical decision-making, and sustainable access to collections.