Copyright, Rights & Licences
Version 7.4 by Veronika Kocher on Friday, 04 Sep 2026 14:45
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Start from the intended use.
The same file can raise different rights questions depending on whether it is analysed internally, shown in an exhibition, published online, deposited in a repository, adapted or distributed under an open licence.
Planning guidance — not binding legal advice.
This page helps you identify and document rights questions early. Binding legal assessments, contract questions and unclear chains of rights should be referred to the Legal Department or the appropriate specialist service.
STEP 1 · CREATE A RIGHTS INVENTORY
Connect rights to a specific use, not only to a document
For each important material or output, record at least where it came from, who is involved and what you intend to do with it.
Material / output: What exactly is being used — text, image, video, sound, code, dataset, artwork, documentation or another type?
Source: Where did it come from and under what conditions was it obtained, created or received?
Rights holders: Who created the material and who holds or administers the relevant rights?
Intended use: internal use, analysis, adaptation, exhibition, publication, website, streaming, repository, teaching or reuse?
Permission / licence: Which contractual, statutory or licence-based basis permits the intended use?
Limits: Are there restrictions concerning medium, territory, duration, adaptation, sublicensing, access or audience?
Evidence: Where are the contract, licence text, permission email, consent form or other records stored?
Review point: When should the rights decision be checked again — for example before publication, exhibition or project closure?
KEY DISTINCTIONS
These concepts are not interchangeable
Owning an object ≠ owning copyright.
Possessing a physical work, book, photograph or storage medium does not automatically give permission to reproduce, publish or license it.
Possessing a physical work, book, photograph or storage medium does not automatically give permission to reproduce, publish or license it.
Credit / citation ≠ permission.
Correct attribution is important, but it does not automatically replace a required permission to use the material.
Correct attribution is important, but it does not automatically replace a required permission to use the material.
A participant's consent ≠ rights in all content.
Participation, image rights, data protection and copyright can all be relevant at the same time and need separate consideration.
Participation, image rights, data protection and copyright can all be relevant at the same time and need separate consideration.
Licence ≠ transfer of all rights.
A licence permits specified uses under defined conditions; it does not automatically mean that every right has been transferred.
A licence permits specified uses under defined conditions; it does not automatically mean that every right has been transferred.
Available online ≠ free to reuse.
Public access or downloadability does not itself establish permission to adapt, republish or redistribute material.
Public access or downloadability does not itself establish permission to adapt, republish or redistribute material.
Open licence ≠ rights clearance.
You can only apply Creative Commons or another open licence to rights that you or the project are actually authorised to license.
You can only apply Creative Commons or another open licence to rights that you or the project are actually authorised to license.
STEP 2 · PRACTICAL WORKFLOW
Make rights clearance part of the project workflow
01
Describe the intended use
State clearly what you want to do with the material and through which channels it should be accessible.
02
Mark third-party material
Keep your own material, contributions from project partners and external third-party content visibly distinct.
03
Check the chain of rights
Identify creators, rights holders, contractual responsibilities and existing licences or terms of use.
04
Obtain missing permissions
Secure permissions early and, where possible, make sure they explicitly cover the uses you actually plan.
05
Store evidence with the material
Link rights documentation to the files, objects or datasets to which it applies.
06
Choose a licence for your own output
Only after the rights chain is clear should you decide whether and under what conditions your own outputs may be reused.
07
Recheck before release
Confirm rights, credits, consent, platform conditions and access model before exhibition, upload, repository deposit or publication.
08
Record changes
Update the rights documentation when new materials, partners, media, platforms or publication formats are introduced.
COMMON SCENARIOS
These materials often involve several rights questions at once
Images, artworks & reproductions
Check copyright, reproduction rights, collection or contractual conditions, credits and the specific publication or exhibition use.
Music, sound, film & audiovisual media
Composition, recording, performance, visual material and contributors can involve different rights or permissions. Clarify media and distribution routes early.
Interviews, portraits & participatory work
Copyright, personality rights, consent, data protection and agreed forms of publication may all be relevant alongside each other.
Software, code, data & digital resources
Check licence terms, dependencies, data sources, platform conditions and whether your intended outputs are compatible with the terms of incorporated components.
Archives, collections & found material
Access to an object or scan does not automatically include a right to publish it. Record collection conditions, rights information and required permissions.
Commissioned work & external contributions
Record in writing what is being delivered, which uses are permitted, which credits apply and what may be reused after the project ends.
STEP 3 · KEEP A RIGHTS RECORD
A simple rights log prevents decisions from disappearing
The rights log can be part of your material inventory, DMP or project folder. The important point is that it remains findable together with the materials it governs.
| Field | What to record | Why it matters |
|---|---|---|
| Material / ID | Clear name, file path, object or inventory number. | Connects rights information to the correct material. |
| Source & creator | Origin, author/artist, collection, platform or project partner. | Makes the chain of rights traceable. |
| Rights holder / contact | Person or organisation able to authorise the relevant use. | Shows who must be contacted again if the use changes. |
| Intended use | Medium, channel, adaptation, territory, duration, audience and access level. | Rights decisions always relate to concrete uses. |
| Licence / permission | Licence type, contract, consent, permission or another legal basis. | Records why the planned use is considered permissible. |
| Restrictions | Credits, embargo, no-derivatives condition, time/territory limits or platform requirements. | Prevents unauthorised downstream or future uses. |
| Evidence | Path or link to contract, licence text, email or signed form. | Keeps the decision verifiable beyond the project period. |
| Review | Date or event for rechecking, such as publication or project closure. | Prevents an old permission from being assumed to cover a new use. |
STOP & CHECK
Common warning signs in rights and licensing
"It's on the internet, so we can use it."
Public availability is not automatic permission to reuse material.
Public availability is not automatic permission to reuse material.
"We will credit the source, so that is enough."
Credit and rights clearance serve different purposes.
Credit and rights clearance serve different purposes.
Permission without a defined use.
A broad approval can become unclear when online publication, adaptation, streaming or repository deposit is added later.
A broad approval can become unclear when online publication, adaptation, streaming or repository deposit is added later.
An open licence is chosen before third-party rights are cleared.
An open licence must not promise rights that the project does not control.
An open licence must not promise rights that the project does not control.
Rights evidence exists only in one person's mailbox.
Permissions should be documented in the project and remain findable at handover.
Permissions should be documented in the project and remain findable at handover.
New platform or new use, but no new review.
Platforms, media, audiences or adaptations can create additional rights questions.
Platforms, media, audiences or adaptations can create additional rights questions.
SERVICES & SUPPORT
Who to involve at the Angewandte
Legal Department ↗
For binding legal questions, contract review, chains of rights and complex or unclear uses. Contact: rechtsabteilung@uni-ak.ac.at
University Library ↗
For publication practice, information resources and questions related to repository workflows, metadata and publication documentation.
Angewandte Repository ↗
For deposit and publication routes, metadata and access models for suitable digital outputs. Contact: repositorium@uni-ak.ac.at
Support Art & Research ↗
For project and funder requirements and for coordinating the project route where rights questions interact with grant conditions, deliverables, partners or publication obligations.
RELATED TOPICS
Rights questions are often connected to these decisions
TRAINING & WORKSHOPS
Training, workshops & consultation sessions
Relevant opportunities for this topic will be shown here automatically from the central calendar.
COMING SOONPRACTICAL RESOURCES
Info sheets, tutorials and templates
Info SheetsCOMING SOON
Short guidance on copyright, Creative Commons, image/media rights and rights clearance.
TutorialsCOMING SOON
Step-by-step workflows for rights inventories, permissions, credits and licence selection.
Checklists & TemplatesCOMING SOON
Templates for a rights log, permissions, publication checks and project handover.
Need help finding the right route?
For binding legal questions, start with the Legal Department. If the rights question is part of a funded or project-based activity, Support Art & Research can help coordinate the appropriate specialist service and project route.
Search terms & related topics
copyright · third-party rights · permissions · licence · licensing · Creative Commons · CC BY · open licence · open content · rights holder · author · artist rights · image rights · photography rights · music rights · film rights · sound recording · performance · reproduction · publication right · online publication · streaming · exhibition · repository · consent · personality rights · data protection · interview · portrait · credits · attribution · citation · contract · permission · clearance · chain of rights · software licence · open source · data reuse · archival material · collections · embargo · reuse