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Basic Copyright Issues for Digital Projects
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Approaches to Copyright
1. Know the law2. Know your issues3. Know the status of your intellectual
property4. Know your rights
David Green, 2004
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Why Are The Risks Greater?
Ease of digital publishingUncertain legal environmentIncreased non-profit entrepreneurshipBroad dissemination
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How Does Infringement Occur?
Unauthorized use of copyright owner’s exclusive rights“Bundle of rights”
Display or perform publiclyReproductionDistributionDerivative
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How Does Infringement Occur Digitally?
Literary InfringementVisual Work InfringementDigital Alteration
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What Are the Risks?
Litigation or threat of litigationGoodwillManagerial efficiency
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What Are the Risks to Goodwill?
Copyright ownersPotential collaboratorsFundersEmployees
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What Are the Risks to Management Efficiency?
Unrecoverable sunk costsUnplanned for licensing expenseDiversion of staff resourcesDisruption of operations
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Besides Copyright, What Are Other Risks?
TrademarkPatentMoral rightsRights of publicityRights of privacyLibel, misrepresentation, obscenityBreach of contract
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How Can Risks Be Minimized?
Confirm copyright statusAdopt policyExercise due diligenceDocument due diligenceObtain written licensesControl end usersCheck insuranceKnow law and when to ask questions
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Why Have A Copyright Ownership Policy?
To protect the institutionTo clarify the rights of staffTo protect the rights of student assistants, volunteers, etc.To deal with issues before a dispute arises
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Complicated Issues
Grant funded research that produces a copyrighted work
Ownership terms of grant prevailUsually specifies public domainOr institutional ownership
Faculty/student or curator/staff collaborations
Principal investigator on grantsMany collaborators – institutional ownership likely
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Implementing Copyright Policy
Establish an effective date
Will need some lead time post approval
Use time to educate staff
On-going dispute mechanism
Review policy every 3 years
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Why Should an Institution Conduct an IP Audit?
To manage risk with knowledge To create an IP policy that accurately reflects institutional assets and needsTo highlight existing IP practices and make adjustments accordinglyFor the sheer joy of inventory:
What do you have? Where did it come from?
To trigger and facilitate creative projects using found “assets”To monitor compliance (for your use of third party IP and vice versa)
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When Should an Institution Conduct an IP Audit?
Regularly
Prior to entering into a business deal or starting a new project,e.g. prior to digitizing the collection
With introduction of a new rights or permissions employee
As result of a lawsuit
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How to Start an IP Audit?
Set priorities based on institutional needs and perceived value of IP assets
Establish a realistic schedule
Often best to conduct department-specific audits, followed by larger inter-departmental reports
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What are You Looking For? Immediate Goals of the IP Audit
Documents and other written evidence that rights are owned by the institution or some other 3rd party
Identity of copyright owner(s)/claimantsEvidence that the rights have expiredEvidence that claimed ownership is invalidEvidence the work is in the public domain
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Where are the Answers?
employee agreementsacquisition documentslicensesloan forms gift correspondencesubscriptions exhibition contracts
volunteer policies inventory slips invoicespurchase ordersreleasesshrink wrap and click wrap agreementsprior copyright searches
Rights information will be found in the institution’s records
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Where are the Answers?
Relevant documents may be found in various departments in whole or in parts:
CuratorialRegistrars Development/Major GiftsEducationInformation TechnologyPress/Communications
PublicationsPhotography ArchivesLicensingDirector’s OfficeMuseum Store
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What Does it All Mean?
Recognizing Relevant Language in Relevant Documents
Work-for-hireAssignmentsExclusive licensesNon-exclusive licenses (including oral and implied)Scope of rights including the right to sublicenseMediaTerritoryDurationConditions or restrictions
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Double-checking the Conclusions
Is the copyright expired?Has the work been published?Has the copyright been forfeited for failure to observe legal rules?Is the content in question copyrightable expression?Is the copyright valid in one country but not all countries?If the copyright is subject to restoration, has the owner fulfilled its notice requirements?
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Double-checking the Conclusions
Is there more than one copyright, e.g. in a photo of an artwork?
Are there compilation copyrights, e.g. in a website of otherwise non-copyrightable facts?
Are there layers of copyright, e.g. in the collective layout of a newspaper and in individual contributions?
Are there contractual restrictions that may make copyright findings unhelpful, e.g. no photography of an artwork on loan?
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Possible Findings
Copyright is clearly in the public domainCopyright is valid and clearly owned by the institutionCopyright is valid and clearly owned by someone else who is identifiable; co-ownersCopyright is valid and seemingly owned by an unidentified partyThe institution has partial copyright or specific usage rights; note restrictions and conditionsA third party purports to own the copyright but further analysis may be beneficial to determine public domain, additional heirs, implied licenses and so forth
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The Next Step
Managing Intellectual Property Assets Well and Assessing Value
Review employment, independent contractor and volunteer agreementsPolish forms and routine documents to clarify rights ownershipImplement IP policies, including fair useAssess value: Does the IP asset have market value or does it offerother value to the institution’s mission?Keep good records: Create staff Intranet, databases and info systems for tracking rights ownership and related facts; paper files are good, too.
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The IP Audit Summary: Five Important Rules
Knowledge Comes from ExperiencePractice Makes Audits EasierClear Answers are Not Possible for All SituationsDue Diligence is Important
There is No “Safe Harbor” for Copyright Infringement
Keep Good Records