Extended Rights Management¶
User Guide¶
Manage copyright, licensing, access restrictions, and cultural heritage labels for your archival records.
Workflow Overview¶
┌──────────────┐ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐
│ Select │ │ Choose │ │ Set │ │ Apply │
│ Record │ ──▶│ Rights │ ──▶│ Details │ ──▶│ & Save │
│ │ │ Type │ │ │ │ │
│ Find item │ │ Copyright │ │ Dates │ │ Record │
│ to manage │ │ License │ │ Holder │ │ updated │
└──────────────┘ └──────────────┘ └──────────────┘ └──────────────┘
What Extended Rights Manages¶
┌─────────────────────────────────────────────────────────────┐
│ EXTENDED RIGHTS │
├─────────────────────────────────────────────────────────────┤
│ │
│ 📜 RIGHTS STATEMENTS │
│ Standard copyright status indicators │
│ (In Copyright, No Copyright, Unknown, etc.) │
│ │
│ 🅭 CREATIVE COMMONS │
│ Open licenses for sharing and reuse │
│ (CC BY, CC BY-SA, CC BY-NC, CC0, etc.) │
│ │
│ 🔒 EMBARGO │
│ Temporary access restrictions │
│ (Closed until specific date) │
│ │
│ 🏷️ TRADITIONAL KNOWLEDGE LABELS │
│ Indigenous community protocols │
│ (TK Labels from Local Contexts) │
│ │
└─────────────────────────────────────────────────────────────┘
How to Access¶
Option A: From a Record Option B: From Admin
─────────────────────── ────────────────────
View Archival Description Main Menu
│ │
▼ ▼
Scroll to "Rights" section Admin
│ │
▼ ▼
Click "Add Extended Rights" Rights Dashboard
│ │
▼ ▼
Extended Rights Form Overview of all rights
Part 1: Rights Statements¶
What Are Rights Statements?¶
Rights Statements are standardised indicators that tell users what they can do with a digital object.
┌─────────────────────────────────────────────────────────────┐
│ RIGHTS STATEMENTS CATEGORIES │
├─────────────────────────────────────────────────────────────┤
│ │
│ 🔴 IN COPYRIGHT │
│ ├── In Copyright │
│ ├── In Copyright - Educational Use Permitted │
│ ├── In Copyright - EU Orphan Work │
│ ├── In Copyright - Non-Commercial Use Permitted │
│ └── In Copyright - Rights-holder Unlocatable │
│ │
│ 🟢 NO COPYRIGHT │
│ ├── No Copyright - Contractual Restrictions │
│ ├── No Copyright - Non-Commercial Use Only │
│ ├── No Copyright - Other Known Legal Restrictions │
│ └── No Copyright - United States │
│ │
│ 🟡 OTHER │
│ ├── Copyright Not Evaluated │
│ ├── Copyright Undetermined │
│ └── No Known Copyright │
│ │
└─────────────────────────────────────────────────────────────┘
Choosing a Rights Statement¶
Is copyright status known?
│
┌────────────┴────────────┐
│ │
YES NO
│ │
▼ ▼
Is item in copyright? ┌─────────────┐
│ │ Copyright │
┌────────┴────────┐ │ Not │
│ │ │ Evaluated │
YES NO └─────────────┘
│ │
▼ ▼
┌──────────┐ ┌──────────┐
│ In │ │ No │
│Copyright │ │Copyright │
│(choose │ │(choose │
│ subtype) │ │ subtype) │
└──────────┘ └──────────┘
Part 2: Creative Commons Licenses¶
Understanding CC Licenses¶
┌─────────────────────────────────────────────────────────────┐
│ LICENSE │ MEANING │
├────────────────┼────────────────────────────────────────────┤
│ │ │
│ CC0 │ No rights reserved (public domain) │
│ │ Anyone can use for any purpose │
│ │ │
│ CC BY │ Credit must be given │
│ │ Commercial use allowed │
│ │ │
│ CC BY-SA │ Credit + Share alike │
│ │ Derivatives must use same license │
│ │ │
│ CC BY-NC │ Credit + Non-commercial only │
│ │ No commercial use │
│ │ │
│ CC BY-NC-SA │ Credit + Non-commercial + Share alike │
│ │ Strictest open license │
│ │ │
│ CC BY-ND │ Credit + No derivatives │
│ │ Cannot modify or remix │
│ │ │
│ CC BY-NC-ND │ Credit + Non-commercial + No derivatives │
│ │ Most restrictive CC license │
│ │ │
└────────────────┴────────────────────────────────────────────┘
Which License to Choose?¶
Do you want to allow commercial use?
│
┌─────────┴─────────┐
│ │
YES NO
│ │
▼ ▼
Allow modifications? Allow modifications?
│ │
┌───────┴───────┐ ┌──────┴──────┐
│ │ │ │ │ │
YES SHARE-ALIKE NO YES SA NO
│ │ │ │ │ │
▼ ▼ ▼ ▼ ▼ ▼
┌────┐ ┌──────┐ ┌────┐ ┌────┐ ┌────┐ ┌────┐
│BY │ │BY-SA │ │BY- │ │BY- │ │BY- │ │BY- │
│ │ │ │ │ND │ │NC │ │NC- │ │NC- │
│ │ │ │ │ │ │ │ │SA │ │ND │
└────┘ └──────┘ └────┘ └────┘ └────┘ └────┘
Part 3: Embargo Management¶
What is an Embargo?¶
An embargo restricts access to a record until a specific date.
┌─────────────────────────────────────────────────────────────┐
│ │
│ EMBARGO TIMELINE │
│ │
│ Today Embargo End After Embargo │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ ━━━━━━━━━━━━━━━━━━━━╋━━━━━━━━━━━━━━━━━━━━━━━━━━━━━▶ │
│ │ │
│ 🔒 RESTRICTED │ 🔓 OPEN ACCESS │
│ • Hidden from │ • Visible to all │
│ public search │ • Searchable │
│ • Staff access │ • Downloadable │
│ only │ │
│ │ │
└─────────────────────────────────────────────────────────────┘
Setting an Embargo¶
┌─────────────────────────────────────────────────────────────┐
│ SET EMBARGO │
├─────────────────────────────────────────────────────────────┤
│ │
│ Record: ABC/001/005 - Personal Correspondence │
│ │
│ Embargo Type: [ Time-based ▼] │
│ ┌─────────────────────────┐ │
│ │ Time-based │ │
│ │ Death + Years │ │
│ │ Donor Restriction │ │
│ │ Legal Hold │ │
│ └─────────────────────────┘ │
│ │
│ Start Date: [ 01/01/2020 📅] │
│ │
│ End Date: [ 01/01/2050 📅] ← Access opens │
│ │
│ Reason: [Personal information - 30 year closure___] │
│ │
│ Exceptions: ☐ Allow researcher access with approval │
│ ☐ Allow staff access │
│ ☐ Show metadata only │
│ │
│ [ Cancel ] [ Apply Embargo ] │
│ │
└─────────────────────────────────────────────────────────────┘
Embargo Status Dashboard¶
┌─────────────────────────────────────────────────────────────┐
│ EMBARGO OVERVIEW │
├──────────────────┬──────────────────┬───────────────────────┤
│ │ │ │
│ ACTIVE │ EXPIRING SOON │ EXPIRED │
│ EMBARGOES │ (next 90 days) │ (review needed) │
│ │ │ │
│ 47 │ 5 │ 12 │
│ records │ records │ records │
│ │ ⚠️ │ │
│ │ │ │
└──────────────────┴──────────────────┴───────────────────────┘
EXPIRING SOON:
┌─────────────────────────────────────────────────────────────┐
│ Reference │ Title │ Expires │ Action │
├──────────────┼────────────────────┼────────────┼───────────┤
│ ABC/001/005 │ Smith Letters │ 15 Feb 26 │ [Review] │
│ DEF/003/012 │ Board Minutes 1995 │ 28 Feb 26 │ [Review] │
│ GHI/007/001 │ Personnel File │ 01 Mar 26 │ [Review] │
└──────────────┴────────────────────┴────────────┴───────────┘
Part 4: Traditional Knowledge Labels¶
What Are TK Labels?¶
TK Labels are designed by indigenous communities to indicate cultural protocols for using traditional knowledge and cultural heritage materials.
┌─────────────────────────────────────────────────────────────┐
│ TK LABEL CATEGORIES │
├─────────────────────────────────────────────────────────────┤
│ │
│ 🔵 PROVENANCE │
│ TK Attribution - Credit this community │
│ TK Family - Family ownership │
│ TK Clan - Clan ownership │
│ │
│ 🟢 PROTOCOLS │
│ TK Community Voice - Community should be consulted │
│ TK Culturally Sensitive - Handle with care │
│ TK Secret/Sacred - Restricted viewing │
│ │
│ 🟡 PERMISSIONS │
│ TK Non-Commercial - No commercial use │
│ TK Verified - Community verified │
│ TK Open to Collaboration - Welcomes engagement │
│ │
└─────────────────────────────────────────────────────────────┘
Applying TK Labels¶
┌─────────────────────────────────────────────────────────────┐
│ ADD TRADITIONAL KNOWLEDGE LABELS │
├─────────────────────────────────────────────────────────────┤
│ │
│ Record: ABC/009/003 - Traditional Healing Practices │
│ │
│ Select applicable labels: │
│ │
│ ☑ TK Attribution │
│ Credit: [Ndebele Community Council______________] │
│ │
│ ☑ TK Culturally Sensitive │
│ Note: [Contains sacred ceremonial information__] │
│ │
│ ☑ TK Non-Commercial │
│ Note: [May not be used for commercial purposes_] │
│ │
│ ☐ TK Secret/Sacred │
│ ☐ TK Community Voice Only │
│ ☐ TK Family │
│ │
│ [ Cancel ] [ Apply Labels ] │
│ │
└─────────────────────────────────────────────────────────────┘
Adding Extended Rights to a Record¶
Complete Workflow¶
START
│
▼
┌────────────────────────┐
│ View archival record │
│ Click "Edit Rights" │
└───────────┬────────────┘
│
▼
┌────────────────────────┐
│ Select Rights Type │
│ (can choose multiple) │
└───────────┬────────────┘
│
┌─────────┬───────┴───────┬─────────┐
│ │ │ │
▼ ▼ ▼ ▼
┌─────────┐ ┌─────────┐ ┌─────────┐ ┌─────────┐
│ Rights │ │Creative │ │ Set │ │ TK │
│Statement│ │Commons │ │Embargo │ │ Labels │
└────┬────┘ └────┬────┘ └────┬────┘ └────┬────┘
│ │ │ │
└─────────┬─┴───────────┴───────────┘
│
▼
┌────────────────────────┐
│ Add Rights Holder │
│ (name, contact, URI) │
└───────────┬────────────┘
│
▼
┌────────────────────────┐
│ Set Dates │
│ • Effective from │
│ • Expires on │
└───────────┬────────────┘
│
▼
┌────────────────────────┐
│ Add Notes │
│ (any special terms) │
└───────────┬────────────┘
│
▼
┌────────────────────────┐
│ SAVE │
└───────────┬────────────┘
│
▼
┌───────────┐
│ COMPLETE │
│ Rights │
│ Applied │
└───────────┘
Extended Rights Form¶
┌─────────────────────────────────────────────────────────────┐
│ EXTENDED RIGHTS [Save] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Record: ABC/001/012 - Photograph Album 1935 │
│ │
├─────────────────────────────────────────────────────────────┤
│ COPYRIGHT STATUS │
│ │
│ Rights Statement: [ In Copyright ▼] │
│ │
│ Creative Commons: [ CC BY-NC (Attribution- ▼] │
│ Non-Commercial) │
│ │
├─────────────────────────────────────────────────────────────┤
│ RIGHTS HOLDER │
│ │
│ Name: [Smith Family Trust_________] │
│ Contact: [trust@smithfamily.co.za____] │
│ URI: [___________________________ ] │
│ │
├─────────────────────────────────────────────────────────────┤
│ DATES │
│ │
│ Effective From: [ 01/01/1935 📅] │
│ Expires On: [ 01/01/2035 📅] (70 years after) │
│ │
├─────────────────────────────────────────────────────────────┤
│ EMBARGO (Optional) │
│ │
│ ☐ Apply embargo End Date: [___________📅] │
│ │
├─────────────────────────────────────────────────────────────┤
│ TK LABELS (Optional) │
│ │
│ ☐ TK Attribution ☐ TK Culturally Sensitive │
│ ☐ TK Non-Commercial ☐ TK Secret/Sacred │
│ │
├─────────────────────────────────────────────────────────────┤
│ NOTES │
│ │
│ [Permission granted for non-commercial research use. ] │
│ [Contact rights holder for publication permissions. ] │
│ │
└─────────────────────────────────────────────────────────────┘
Rights Display on Record¶
┌─────────────────────────────────────────────────────────────┐
│ 📜 RIGHTS INFORMATION │
├─────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ 🔴 IN COPYRIGHT │ │
│ │ This item is protected by copyright. │ │
│ │ │ │
│ │ Rights Holder: Smith Family Trust │ │
│ │ Expires: 01 January 2035 │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ 🅭 CC BY-NC │ │
│ │ Attribution-NonCommercial 4.0 International │ │
│ │ │ │
│ │ You may share and adapt this work for non- │ │
│ │ commercial purposes with attribution. │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ 🏷️ TK ATTRIBUTION │ │
│ │ Credit: Ndebele Community Council │ │
│ │ │ │
│ │ Please acknowledge the community when using │ │
│ │ this material. │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
Quick Reference¶
┌─────────────────────────────────────────────────────────────┐
│ TASK │ HOW TO DO IT │
├────────────────────────────┼────────────────────────────────┤
│ Add rights to record │ View record → Edit Rights │
│ View embargo dashboard │ Admin → Rights → Embargoes │
│ Export rights data │ Admin → Rights → Export │
│ Check expiring embargoes │ Admin → Rights → Expiring │
│ Apply TK labels │ Edit Rights → TK Labels tab │
│ Bulk update rights │ Admin → Rights → Batch Update │
└────────────────────────────┴────────────────────────────────┘
Tips for Best Practice¶
┌─────────────────────────────────────────────────────────────┐
│ ✓ DO │ ✗ DON'T │
├────────────────────────────────┼────────────────────────────┤
│ Research copyright status │ Guess at rights status │
│ Record rights holder contact │ Leave holder blank │
│ Set expiry dates │ Use indefinite embargoes │
│ Consult communities for TK │ Apply TK labels alone │
│ Review embargoes regularly │ Forget expiring items │
│ Document your decisions │ Skip the notes field │
└────────────────────────────────┴────────────────────────────┘
Part 5: CLI Commands (System Administrators)¶
For system administrators, the plugin provides command-line tools for automated embargo management.
Automated Embargo Processing¶
┌─────────────────────────────────────────────────────────────┐
│ EMBARGO:PROCESS - Automated Daily Processing │
├─────────────────────────────────────────────────────────────┤
│ │
│ Process all (lift expired + send notifications): │
│ $ php symfony embargo:process │
│ │
│ Preview without making changes: │
│ $ php symfony embargo:process --dry-run │
│ │
│ Send notifications only: │
│ $ php symfony embargo:process --notify-only │
│ │
│ Lift expired embargoes only: │
│ $ php symfony embargo:process --lift-only │
│ │
│ Custom warning intervals: │
│ $ php symfony embargo:process --warn-days=14,7,3 │
│ │
└─────────────────────────────────────────────────────────────┘
Cron Setup¶
┌─────────────────────────────────────────────────────────────┐
│ RECOMMENDED CRON CONFIGURATION │
├─────────────────────────────────────────────────────────────┤
│ │
│ Run daily at 6am to: │
│ • Automatically lift expired embargoes │
│ • Send expiry warning notifications (30, 7, 1 days) │
│ │
│ Add to crontab: │
│ 0 6 * * * cd /usr/share/nginx/archive && \ │
│ php symfony embargo:process │
│ │
└─────────────────────────────────────────────────────────────┘
Embargo Reports¶
┌─────────────────────────────────────────────────────────────┐
│ EMBARGO:REPORT - Generate Reports │
├─────────────────────────────────────────────────────────────┤
│ │
│ Summary statistics: │
│ $ php symfony embargo:report │
│ │
│ List all active embargoes: │
│ $ php symfony embargo:report --active │
│ │
│ List embargoes expiring in N days: │
│ $ php symfony embargo:report --expiring=30 │
│ │
│ List recently lifted embargoes: │
│ $ php symfony embargo:report --lifted --days=7 │
│ │
│ List expired but not lifted: │
│ $ php symfony embargo:report --expired │
│ │
│ Export as CSV: │
│ $ php symfony embargo:report --active --format=csv \ │
│ --output=/tmp/report.csv │
│ │
└─────────────────────────────────────────────────────────────┘
Report Output Example¶
$ php symfony embargo:report
=== Embargo Status Report ===
Summary Statistics:
Total Active Embargoes: 47
Expiring in 30 days: 5
Expired (not lifted): 12
Lifted (last 30 days): 8
Embargo Types:
Full: 23 (49%)
Metadata Only: 12 (26%)
Digital Only: 8 (17%)
Partial: 4 (8%)
Top Embargo Reasons:
1. Donor Restriction 18
2. Privacy 14
3. Copyright 9
4. Legal 6
Troubleshooting¶
Problem Solution
───────────────────────────────────────────────────────────
Can't find rights option → Check you have edit permission
May need administrator access
Embargo not working → Check start/end dates
Verify record is published
Clear cache
TK labels not showing → Labels may need approval
Check community settings
Rights statement missing → Administrator may need to
enable vocabulary
CC license not in list → Check license is active
Contact administrator
Need Help?¶
Contact your system administrator if you experience issues.
For more information on standards: - Rights Statements: https://rightsstatements.org - Creative Commons: https://creativecommons.org - TK Labels: https://localcontexts.org
Part of the AtoM AHG Framework