Indigenous Cultural and Intellectual Property (ICIP)¶
User Guide¶
Manage Indigenous Cultural and Intellectual Property for Australian GLAM institutions, supporting ethical stewardship of First Nations cultural materials.
Overview¶
+---------------------------------------------------------------------+
| ICIP MANAGEMENT |
+---------------------------------------------------------------------+
| |
| COMMUNITIES CONSENT NOTICES TK LABELS |
| | | | | |
| v v v v |
| Aboriginal & Track Cultural Traditional |
| Torres Strait permission sensitivity Knowledge |
| Islander status warnings labels from |
| communities Local Contexts |
| |
| CONSULTATIONS RESTRICTIONS REPORTS |
| | | | |
| v v v |
| Community ICIP-specific Dashboard & |
| engagement access controls compliance |
| tracking reporting |
| |
+---------------------------------------------------------------------+
Legal Framework¶
+---------------------------------------------------------------------+
| SUPPORTED STANDARDS |
+---------------------------------------------------------------------+
| |
| UNDRIP Article 31 |
| UN Declaration on the Rights of Indigenous Peoples |
| - Right to maintain, control, protect cultural heritage |
| |
| Creative Australia Protocols |
| First Nations Cultural and Intellectual Property protocols |
| |
| AIATSIS Code of Ethics |
| Aboriginal and Torres Strait Islander Research guidelines |
| |
| Local Contexts |
| Traditional Knowledge (TK) and Biocultural (BC) Labels |
| |
+---------------------------------------------------------------------+
How to Access¶
Main Menu
|
v
Admin
|
v
ICIP Management (/icip)
|
+-----> Dashboard (overview & statistics)
|
+-----> Communities (community registry)
|
+-----> Consent Records (consent management)
|
+-----> Consultations (engagement log)
|
+-----> TK Labels (Local Contexts labels)
|
+-----> Cultural Notices (sensitivity warnings)
|
+-----> Restrictions (access controls)
|
+-----> Reports (compliance reports)
Dashboard¶
The ICIP dashboard provides an overview of all Indigenous Cultural and Intellectual Property management activities.
Key Statistics¶
+----------------+ +----------------+ +----------------+ +----------------+
| | | | | | | |
| ICIP RECORDS | | COMMUNITIES | | PENDING | | EXPIRING |
| | | | | CONSULTATION | | CONSENTS |
| [123] | | [15] | | [8] | | [3] |
| | | | | | | |
| Total records | | Registered | | Awaiting | | Consents due |
| with ICIP | | communities | | community | | to expire in |
| content | | | | consultation | | 90 days |
| | | | | | | |
+----------------+ +----------------+ +----------------+ +----------------+
Secondary Metrics¶
+---------------------+ +---------------------+ +---------------------+
| | | | | |
| TK Labels Applied | | Active Restrictions | | Follow-ups Due |
| [45] | | [12] | | [5] |
| | | | | |
| Traditional | | Records with | | Consultations |
| Knowledge labels | | current ICIP | | requiring |
| on records | | access controls | | follow-up action |
| | | | | |
+---------------------+ +---------------------+ +---------------------+
Community Registry¶
Track Aboriginal and Torres Strait Islander communities linked to your collection materials.
Adding a Community¶
- Go to ICIP > Communities
- Click Add Community
- Complete the form:
+---------------------------------------------------------------------+
| ADD COMMUNITY |
+---------------------------------------------------------------------+
| |
| Community Name: [Wiradjuri ] |
| |
| Alternate Names: [Wiradyuri, Wiradjeri ] |
| (comma-separated) |
| |
| Language Group: [Wiradjuri ] |
| |
| Region: [Central NSW ] |
| |
| State/Territory: [NSW v] |
| |
| ---------------------------------------------------------------- |
| CONTACT INFORMATION |
| ---------------------------------------------------------------- |
| |
| Contact Name: [ ] |
| Contact Email: [ ] |
| Contact Phone: [ ] |
| Contact Address: [ ] |
| |
| ---------------------------------------------------------------- |
| NATIVE TITLE INFORMATION |
| ---------------------------------------------------------------- |
| |
| Native Title Reference: [ ] |
| Prescribed Body Corporate: [ ] |
| PBC Contact Email: [ ] |
| |
| [x] Active |
| |
| [Cancel] [Save Community] |
+---------------------------------------------------------------------+
Community List¶
+---------+--------------+-----------+-------+------------------+--------+
| Name | Language | Region | State | Contact | Status |
+---------+--------------+-----------+-------+------------------+--------+
| Yorta | Yorta Yorta | Murray | VIC | J. Morgan | Active |
| Yorta | | River | | j.m@example.com | |
+---------+--------------+-----------+-------+------------------+--------+
| Noongar | Nyungar | Southwest | WA | K. Smith | Active |
| | | WA | | | |
+---------+--------------+-----------+-------+------------------+--------+
State/Territory Codes¶
| Code | Territory |
|---|---|
| NSW | New South Wales |
| VIC | Victoria |
| QLD | Queensland |
| WA | Western Australia |
| SA | South Australia |
| TAS | Tasmania |
| NT | Northern Territory |
| ACT | Australian Capital Territory |
Consent Management¶
Track consent status for records containing Indigenous cultural materials.
Consent Workflow¶
+-------------------+
| |
| UNKNOWN |
| (Default) |
| |
+--------+----------+
|
v
+-------------+-------------+
| |
v v
+------------------+ +-------------------+
| | | |
| NOT REQUIRED | | PENDING |
| (No ICIP | | CONSULTATION |
| content) | | |
+------------------+ +--------+----------+
|
v
+-------------------+
| |
| CONSULTATION |
| IN PROGRESS |
| |
+--------+----------+
|
+---------------+---------------+---------------+
| | | |
v v v v
+-----------+ +------------+ +-----------+ +---------+
| | | | | | | |
| FULL | | CONDITIONAL| | RESTRICTED| | DENIED |
| CONSENT | | CONSENT | | CONSENT | | |
| | | | | | | |
+-----------+ +------------+ +-----------+ +---------+
Consent Status Options¶
| Status | Description | Usage |
|---|---|---|
| Not Required | No ICIP content | Materials with no Indigenous connection |
| Pending Consultation | Awaiting contact | Need to initiate community consultation |
| Consultation in Progress | Active discussions | Currently consulting with community |
| Conditional Consent | Consent with conditions | Consent granted with specific restrictions |
| Full Consent | Unrestricted consent | Community has granted full permission |
| Restricted Consent | Limited consent | Consent for specific uses only |
| Denied | Consent refused | Community has not granted permission |
| Unknown | Status unclear | Need to determine ICIP status |
Consent Scope Options¶
Define what the consent covers:
+---------------------------------------------------------------------+
| CONSENT SCOPE |
+---------------------------------------------------------------------+
| |
| [ ] Preservation Only - Storage and conservation |
| [ ] Internal Access - Staff viewing only |
| [ ] Public Access - Open to the public |
| [ ] Reproduction - Copying and reproductions |
| [ ] Commercial Use - For-profit activities |
| [ ] Educational Use - Teaching and learning |
| [ ] Research Use - Academic research |
| [ ] Full Rights - All uses permitted |
| |
+---------------------------------------------------------------------+
Adding a Consent Record¶
- Navigate to a record's ICIP tab, or go to ICIP > Consent Records
- Click Add Consent or Record Consent
- Complete the form:
+---------------------------------------------------------------------+
| CONSENT RECORD |
+---------------------------------------------------------------------+
| |
| Record: [Box 15 - Photographs 1920s ] |
| |
| Community: [Wiradjuri v] |
| |
| Consent Status: [Full Consent v] |
| |
| Consent Scope: |
| [x] Preservation Only |
| [x] Internal Access |
| [x] Public Access |
| [ ] Commercial Use |
| [x] Educational Use |
| [x] Research Use |
| |
| Consent Date: [2025-06-15 ] |
| Expiry Date: [2030-06-15 ] (optional) |
| |
| Granted By: [Elder Mary Johnson ] |
| |
| Conditions: |
| [Must acknowledge community in any publication. ] |
| |
| [Cancel] [Save] |
+---------------------------------------------------------------------+
Cultural Notices¶
Apply cultural sensitivity warnings to records.
Notice Types¶
+-------------------+------------+--------------------------------------+
| Notice | Severity | Description |
+-------------------+------------+--------------------------------------+
| Cultural | Info | General cultural sensitivity |
| Sensitivity | | awareness |
+-------------------+------------+--------------------------------------+
| Aboriginal and | Warning | May contain images/names of |
| Torres Strait | | deceased persons |
| Islander | | |
+-------------------+------------+--------------------------------------+
| Deceased Person | Warning | Contains images/names of |
| | | deceased people |
+-------------------+------------+--------------------------------------+
| Sacred/Secret | Critical | Contains sacred or secret |
| Material | | cultural content |
+-------------------+------------+--------------------------------------+
| Men's Business | Critical | Restricted to initiated men |
+-------------------+------------+--------------------------------------+
| Women's Business | Critical | Restricted to initiated women |
+-------------------+------------+--------------------------------------+
| Ceremonial | Critical | Contains ceremonial content |
+-------------------+------------+--------------------------------------+
| Community Only | Critical | Restricted to community members |
+-------------------+------------+--------------------------------------+
| Seasonal | Warning | Time-based viewing restrictions |
| Restriction | | |
+-------------------+------------+--------------------------------------+
Adding a Cultural Notice¶
- Navigate to record's ICIP tab > Notices
- Click Add Notice
- Select notice type and configure:
+---------------------------------------------------------------------+
| ADD CULTURAL NOTICE |
+---------------------------------------------------------------------+
| |
| Notice Type: [Aboriginal and Torres Strait Islander v] |
| |
| Custom Text: [ ] |
| (Optional - overrides default text) |
| |
| Community: [Wiradjuri v] |
| |
| [x] Applies to descendant records |
| |
| Seasonal Dates (optional): |
| Start Date: [ ] |
| End Date: [ ] |
| |
| [Cancel] [Add Notice] |
+---------------------------------------------------------------------+
Notice Display¶
Cultural notices appear on record pages:
+---------------------------------------------------------------------+
| ! WARNING |
| ----------------------------------------------------------------- |
| Aboriginal and Torres Strait Islander peoples should be aware |
| that this collection may contain images, voices, or names of |
| deceased persons. |
| |
| [I Acknowledge] |
+---------------------------------------------------------------------+
TK Labels (Traditional Knowledge Labels)¶
Apply Traditional Knowledge Labels from Local Contexts to records.
What are TK Labels?¶
TK Labels are a suite of labels developed by Local Contexts (localcontexts.org) that Indigenous communities can use to express local protocols for access and use.
TK Label Categories¶
+---------------------------------------------------------------------+
| TK LABELS (TRADITIONAL KNOWLEDGE) |
+---------------------------------------------------------------------+
| |
| [TK A] Attribution - Correct historical attribution |
| [TK CL] Clan - Clan ownership |
| [TK F] Family - Family ownership |
| [TK MC] Multiple Comm. - Multiple community interests |
| [TK NC] Non-Commercial - Non-commercial use conditions |
| [TK O] Outreach - Community outreach ongoing |
| [TK S] Secret/Sacred - Access restrictions apply |
| [TK V] Verified - Community verified information |
| [TK CS] Culturally - Culturally sensitive material |
| Sensitive |
| [TK CV] Community Voice - Should be heard by community |
| [TK CO] Community Only - Community use only |
| [TK WR] Women Restricted- Gender restrictions (women) |
| [TK WG] Women General - Traditionally belongs to women |
| [TK MR] Men Restricted - Gender restrictions (men) |
| [TK MG] Men General - Traditionally belongs to men |
| [TK SS] Seasonal - Seasonal restrictions |
| |
+---------------------------------------------------------------------+
| BC LABELS (BIOCULTURAL) |
+---------------------------------------------------------------------+
| |
| [BC P] Provenance - Origins of biological resources |
| [BC MC] Multiple Comm. - Multiple community interests |
| [BC CL] Clan - Clan ownership of resources |
| [BC CNC]Commercial/ - Commercial use conditions |
| Non-Commercial |
| [BC O] Outreach - Outreach regarding resources |
| [BC R] Research Use - Research use conditions |
| |
+---------------------------------------------------------------------+
Applying a TK Label¶
- Navigate to record's ICIP tab > TK Labels
- Click Add Label
- Configure:
+---------------------------------------------------------------------+
| ADD TK LABEL |
+---------------------------------------------------------------------+
| |
| Label Type: [TK Attribution (TK A) v] |
| |
| Community: [Yorta Yorta v] |
| |
| Applied By: ( ) Community |
| (*) Institution |
| |
| Local Contexts Project ID: [ ] |
| (If linked to a Local Contexts Hub project) |
| |
| Notes: [ ] |
| |
| [Cancel] [Add Label] |
+---------------------------------------------------------------------+
Label Display on Records¶
+------+ +------+ +------+
| TK A | | TK V | | TK NC|
+------+ +------+ +------+
| | |
v v v
Attribution Verified Non-Commercial
Access Restrictions¶
Apply ICIP-specific access controls that can override standard security clearance.
Restriction Types¶
| Restriction | Description |
|---|---|
| Community Permission Required | Must obtain community approval |
| Gender Restricted (Male) | Men only access |
| Gender Restricted (Female) | Women only access |
| Initiated Only | Restricted to initiated persons |
| Seasonal | Time-based viewing restrictions |
| Mourning Period | Temporarily restricted |
| Repatriation Pending | Under repatriation process |
| Under Consultation | Active community consultation |
| Elder Approval Required | Requires elder consent |
| Custom | Custom restriction text |
Adding a Restriction¶
+---------------------------------------------------------------------+
| ADD ACCESS RESTRICTION |
+---------------------------------------------------------------------+
| |
| Restriction Type: [Community Permission Required v] |
| |
| Community: [Noongar v] |
| |
| Start Date: [2025-01-15 ] |
| End Date: [ ] (leave blank = indefinite) |
| |
| [x] Applies to descendant records |
| [x] Overrides standard security clearance |
| |
| Notes: [Awaiting consultation outcome ] |
| |
| [Cancel] [Add Restriction] |
+---------------------------------------------------------------------+
Override Security Clearance¶
When Override Security Clearance is enabled: - ICIP restrictions take precedence over standard AtoM access controls - Even users with high security clearance cannot bypass ICIP restrictions - Ensures cultural protocols are respected
Consultation Log¶
Track all community consultations and engagements.
Consultation Types¶
| Type | Description |
|---|---|
| Initial Contact | First contact with community |
| Consent Request | Requesting consent for materials |
| Access Request | Community requesting access |
| Repatriation | Returning materials discussions |
| Digitisation | Digital copying discussions |
| Exhibition | Display/exhibition planning |
| Publication | Publication permission requests |
| Research | Research project consultations |
| General | General community engagement |
| Follow Up | Follow-up to previous consultation |
Recording a Consultation¶
- Go to ICIP > Consultations > Add Consultation
- Complete the consultation form:
+---------------------------------------------------------------------+
| LOG CONSULTATION |
+---------------------------------------------------------------------+
| |
| Record (optional): [Box 15 - Photographs v] |
| |
| Community: [Wiradjuri v] |
| |
| ---------------------------------------------------------------- |
| CONSULTATION DETAILS |
| ---------------------------------------------------------------- |
| |
| Type: [Consent Request v] |
| Date: [2025-06-15 ] |
| Method: [In Person v] |
| Location: [Dubbo Community Hall ] |
| |
| ---------------------------------------------------------------- |
| ATTENDEES |
| ---------------------------------------------------------------- |
| |
| Community Representatives: |
| [Elder Mary Johnson, David Williams ] |
| |
| Institution Representatives: |
| [Jane Smith (Archivist), Tom Brown (Director) ] |
| |
| ---------------------------------------------------------------- |
| OUTCOMES |
| ---------------------------------------------------------------- |
| |
| Summary: |
| [Discussed photographs from 1920s expedition. Community ]
| [identified several family members. Requested access to ]
| [high-resolution copies for cultural education program. ]
| |
| Outcomes: |
| [Agreed to provide digital copies for community use. ]
| [Community will provide additional context information. ]
| |
| ---------------------------------------------------------------- |
| FOLLOW-UP |
| ---------------------------------------------------------------- |
| |
| Status: [Completed v] |
| Follow-up Date: [2025-07-15 ] |
| Follow-up Notes: [Prepare digital copies package ] |
| |
| [ ] Mark as Confidential |
| |
| [Cancel] [Save] |
+---------------------------------------------------------------------+
Consultation Timeline¶
2025-06-15 |----+
| | COMPLETED
| | Initial Contact - Wiradjuri
| | Discussed photographs from 1920s expedition
| |
2025-07-01 |----+
| | COMPLETED
| | Consent Request - Wiradjuri
| | Community granted conditional consent
| |
2025-07-20 |----+
| | FOLLOW-UP REQUIRED
| | Follow Up - Wiradjuri
| | Awaiting additional information
| |
Record ICIP View¶
Each archival record has an ICIP tab with comprehensive information.
Accessing Record ICIP¶
- Navigate to any information object
- Click on the ICIP tab, or use URL:
/{record-slug}/icip
ICIP Overview Page¶
+---------------------------------------------------------------------+
| Record: Box 15 - Photographs 1920s [Back to Record]|
+---------------------------------------------------------------------+
| ICIP Information |
+---------------------------------------------------------------------+
+-------------------+ +-------------------+ +-------------------+
| | | | | |
| Consent Status | | Cultural Notices | | TK Labels |
| | | | | |
| FULL CONSENT | | 2 | | 3 |
| | | | | |
+-------------------+ +-------------------+ +-------------------+
+-------------------+
| |
| Restrictions |
| |
| 1 |
| |
+-------------------+
+---------------------------------------------------------------------+
| TABS: [Overview] [Consent] [Notices] [TK Labels] [Restrictions] |
| [Consultations] |
+---------------------------------------------------------------------+
Reports¶
Available Reports¶
- Pending Consultation Report
- Records awaiting or in progress of community consultation
-
Prioritized by waiting time
-
Consent Expiry Report
- Consents expiring within specified timeframe
-
Default: 90 days
-
Community Report
- All records, consultations, and consents for a specific community
- Complete engagement history
Pending Consultation Report¶
+---------------------------------------------------------------------+
| PENDING CONSULTATION REPORT |
+---------------------------------------------------------------------+
+---------------------+------------------+-----------------------+------+
| Record | Community | Status | Days |
+---------------------+------------------+-----------------------+------+
| Box 12 - Letters | Yorta Yorta | Pending Consultation | 45 |
| Photo Album 1915 | Noongar | Consultation in Prog | 23 |
| Ceremonial Objects | Wiradjuri | Unknown | 12 |
+---------------------+------------------+-----------------------+------+
Consent Expiry Report¶
+---------------------------------------------------------------------+
| CONSENT EXPIRY REPORT (Next 90 Days) |
+---------------------------------------------------------------------+
+---------------------+------------------+-------------+---------------+
| Record | Community | Expires | Days Left |
+---------------------+------------------+-------------+---------------+
| Box 15 - Photos | Wiradjuri | 15 Mar 2025 | 45 |
| Audio Collection | Noongar | 28 Mar 2025 | 58 |
| Artifact Series | Yorta Yorta | 10 Apr 2025 | 71 |
+---------------------+------------------+-------------+---------------+
User Acknowledgement¶
When users access records with ICIP notices requiring acknowledgement:
+---------------------------------------------------------------------+
| |
| +-----------------------------------------------------+ |
| | | |
| | CULTURAL NOTICE | |
| | | |
| | Aboriginal and Torres Strait Islander peoples | |
| | should be aware that this collection may contain | |
| | images, voices, or names of deceased persons. | |
| | | |
| | By clicking "I Acknowledge" you confirm that you | |
| | understand and accept these cultural protocols. | |
| | | |
| | [I Acknowledge] | |
| | | |
| +-----------------------------------------------------+ |
| |
+---------------------------------------------------------------------+
- Acknowledgements are recorded with user ID, timestamp, and IP
- Users only need to acknowledge once per notice type per record
Quick Actions¶
From Dashboard¶
+-------------------+ +-------------------+ +-------------------+
| | | | | |
| + Add Community | | + Record Consent | | + Log Consultation|
| | | | | |
+-------------------+ +-------------------+ +-------------------+
+-------------------+
| |
| Cultural Notices |
| |
+-------------------+
From Record ICIP Tab¶
- Add Consent Record
- Log Consultation
- Add Cultural Notice
- Apply TK Label
- Add Access Restriction
Best Practices¶
+---------------------------------------------------------------------+
| ICIP BEST PRACTICES |
+---------------------------------------------------------------------+
| |
| DO: |
| ---- |
| + Consult with communities before digitizing or displaying |
| + Record all consultations with detailed notes |
| + Set consent expiry dates and review regularly |
| + Apply TK Labels as directed by communities |
| + Respect gender and cultural access restrictions |
| + Keep community contact information current |
| + Document consent conditions thoroughly |
| |
| DON'T: |
| ------ |
| - Assume consent covers all uses |
| - Ignore community requests for restrictions |
| - Bypass ICIP restrictions with admin access |
| - Share sensitive materials without explicit consent |
| - Forget to follow up on pending consultations |
| |
+---------------------------------------------------------------------+
Configuration¶
Access ICIP settings via plugin configuration:
| Setting | Default | Description |
|---|---|---|
| Enable Public Notices | Yes | Show notices on public view |
| Enable Staff Notices | Yes | Show notices on staff view |
| Require Acknowledgement | Yes | Default acknowledgement requirement |
| Consent Expiry Warning | 90 days | Days before expiry to warn |
| Local Contexts Hub | Disabled | Enable API integration |
| Audit All ICIP Access | Yes | Log access to ICIP records |
Troubleshooting¶
Common Issues¶
| Issue | Solution |
|---|---|
| Community not showing in dropdown | Check community is marked Active |
| Consent record not saving | Ensure record ID is valid |
| TK Label not displaying | Verify label type is active |
| Notice not blocking access | Check "Blocks Access" is enabled |
| Expiry report empty | Verify consent records have expiry dates |
Glossary¶
| Term | Definition |
|---|---|
| ICIP | Indigenous Cultural and Intellectual Property |
| TK Label | Traditional Knowledge Label (Local Contexts) |
| BC Label | Biocultural Label (Local Contexts) |
| PBC | Prescribed Body Corporate |
| UNDRIP | UN Declaration on Rights of Indigenous Peoples |
| AIATSIS | Australian Institute of Aboriginal and Torres Strait Islander Studies |
| Local Contexts | Organization providing TK/BC Label framework |
Need Help?¶
- Check the Technical Documentation
- Contact your system administrator
- Visit Local Contexts for TK Label information
Part of the AtoM AHG Framework - ahgICIPPlugin v1.0.0