When responding to permission inquiries
  • Establish clear guidelines as to when material is or is not available for reuse by members of the public and make them available to both staff and the public (eg by publishing them on the institutional website). This increases certainty for both the institution and the user and promotes consistency in institutional decisions, thereby reducing costs and risks associated with ad hoc clearances.
  • Create standardised terms of use, or use standardised licences such as Creative Commons, for common and easy permissions (eg use by private individuals or teachers) and use case-by-case permissions only for more sensitive requests (eg commercial use of material). This reduces administrative costs and delays, and makes more efficient use of expert staff time.
  • Rather than completely restricting access to material, consider whether more permissive terms might be appropriate for at least some reuse activities. Different strategies and approaches may be applied, for example, to ‘accessing’ (ie viewing), ‘copying’ (ie printing and downloading), ‘distributing’ (ie embedding, sharing or otherwise disseminating) or ‘remixing’ (ie changing or adapting) material.
  • When the copyright status of a work is investigated in response to an individual clearance request, accurately record the information uncovered to avoid having to do the same work each time.
  • Consider making copyright information about materials available to the public, so that they can make an informed decision about whether the material may be able to be used before approaching the institution.
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