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Updating Copyright Holders & Policies

Tools for ensuring file Copyright Information is easily accessible to users

CJ Teeter avatar
Written by CJ Teeter
Updated over a week ago

The Copyright Holder is the person who owns the Intellectual Property of an image. Typically, this will be a freelance photographer but there are exceptions, such as for stock imagery where a specific license is purchased. The most common example of when the photographer is not the copyright holder is when a full-time employee takes photographs during working hours. The copyright holder of these images would typically be the company that the employee works for.

If you set up Copyright Holders and Policies, you must ensure that all users adhere to these policies.

Viewing a file's copyright information

Copyright information is stored in the 'Copyright holder' field for each file.

Users can select 'Policy' to view the copyright policy details.

Managing copyright information

You can manage Copyright Holders and Policies by navigating to the 'Fields Manager' from the settings cog.

You will find an item for 'Copyright Holder' in the following menu.

Copyright Holders

By selecting 'Values', you will see the following menu listing out the Copyright Holders in your system. You can search for Copyright Holders by name and view only holders with no policies.

To assign a policy to a Copyright Holder, select the edit icon and search for the policy name in the following menu.

Edit existing Copyright Holders

To edit the name of an existing Copyright Holder, select the edit icon then enter the new title and click 'Save Changes'.

Select 'Values' next to the 'Copyright Holder' field, then select the blue plus icon on the following menu.

Enter the name of the new Copyright Holder, then select 'Add New Values'. You can add multiple entries into this menu. Ensure that you assign policies to the new Copyright Holders once they have been created.

Merge Copyright Holders

To consolidate multiple Copyright Holders into the same entry, select the Copyright Holders you wish to merge then click 'Merge'.

Select the Copyright Holder you wish to keep, then click 'Merge Values'.

Copyright Policies

It is important to have correct copyright policies in place in order to prevent assets being misused. Most image providers will supply copyright policies for their images. Photographs taken by staff members will have your company copyright policy. Images which have been purchased from external sources will have copyright policies attached. If in any doubt, contact the image provider.

Copyright Policies are managed by selecting the copyright icon next to the Copyright Holders field.

Edit a Copyright Policy

Search for a policy from the menu and click the edit icon.

This will launch a menu from which you can edit the name and content of the policy.

To create a new policy, select the blue plus icon, then add the name and content of you copyright policy into the following field.

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