Rights Management¶
User Guide¶
Manage copyright, licensing, embargoes, and access restrictions for your archive collections.
Overview¶
+-------------------------------------------------------------+
| RIGHTS MANAGEMENT |
+-------------------------------------------------------------+
| |
| COPYRIGHT LICENSES EMBARGOES |
| | | | |
| v v v |
| Legal Status Creative Commons Time-Based |
| Rights Holder Rights Statements Restrictions |
| Jurisdiction Custom Licenses Auto-Release |
| |
+-------------------------------------------------------------+
| |
| TK LABELS ORPHAN WORKS TERRITORY |
| | | | |
| v v v |
| Indigenous Due Diligence Geographic |
| Knowledge Documentation Restrictions |
| Protocols Search Steps GDPR Compliance |
| |
+-------------------------------------------------------------+
Key Features¶
+-------------------------------------------------------------+
| WHAT YOU CAN DO |
+-------------------------------------------------------------+
| + PREMIS Rights Basis (Copyright, License, Statute, Donor) |
| + RightsStatements.org - 12 standardized statements |
| + Creative Commons - All CC license variants |
| + Traditional Knowledge Labels - Local Contexts TK/BC |
| + Embargo Management - Time-based access restrictions |
| + Orphan Works - Due diligence tracking |
| + Territory Restrictions - GDPR/geographic controls |
| + Access Derivatives - Watermarking controls |
+-------------------------------------------------------------+
How to Access¶
Main Menu
|
v
Admin
|
v
AHG Settings
|
v
Rights Management --------------------+
| |
+---> Dashboard (overview) |
| |
+---> Embargoes (restrictions) |
| |
+---> Orphan Works (due diligence) |
| |
+---> TK Labels (indigenous) |
| |
+---> Statements (standards) |
Dashboard¶
The Rights Management dashboard shows:
+-------------------------------------------------------------+
| DASHBOARD OVERVIEW |
+-------------------------------------------------------------+
| +----------------+ +----------------+ +----------------+ |
| | Total Rights | | Active | | Expiring | |
| | Records | | Embargoes | | Soon (30 days) | |
| | 156 | | 23 | | 5 | |
| +----------------+ +----------------+ +----------------+ |
| |
| Expiring Embargoes Alert: |
| +-------------------------------------------------------+ |
| | Object | Expires | Action | |
| |---------------------|--------------|------------------| |
| | Board Minutes 1990 | 15 Feb 2026 | [Review] | |
| | Personnel Files | 28 Feb 2026 | [Review] | |
| +-------------------------------------------------------+ |
| |
| Rights by Basis (Chart): |
| [Copyright: 45%] [License: 30%] [Statute: 15%] [Other: 10%] |
+-------------------------------------------------------------+
Adding Rights to a Record¶
Step 1: Navigate to the Record¶
Go to the archival description you want to add rights to.
Step 2: Access Rights Panel¶
Click Rights in the sidebar or action buttons.
Step 3: Add New Rights Record¶
Click Add to create a new rights record.
Step 4: Select Rights Basis¶
+-------------------------------------------------------------+
| RIGHTS BASIS OPTIONS |
+-------------------------------------------------------------+
| |
| [x] Copyright - Legal copyright protection |
| [ ] License - Licensed content (CC, custom) |
| [ ] Statute - Statutory/legal requirements |
| [ ] Donor - Donor agreement restrictions |
| [ ] Policy - Institutional policy |
| [ ] Other - Other basis |
| |
+-------------------------------------------------------------+
Step 5: Complete the Form¶
Based on your selection:
For Copyright: - Copyright status (In Copyright, Public Domain, Unknown) - Copyright holder name - Jurisdiction (e.g., ZA for South Africa) - Determination date
For License: - Creative Commons license selection - Or custom license identifier - License terms
For Statute: - Statute citation - Jurisdiction - Determination date
Rights Statements¶
RightsStatements.org provides 12 standardized statements:
In Copyright¶
+-------------------------------------------------------------+
| InC | In Copyright |
| InC-OW-EU | In Copyright - EU Orphan Work |
| InC-EDU | In Copyright - Educational Use Permitted |
| InC-NC | In Copyright - Non-Commercial Use Permitted |
| InC-RUU | In Copyright - Rights-holder Unlocatable |
+-------------------------------------------------------------+
No Copyright¶
+-------------------------------------------------------------+
| NoC-CR | No Copyright - Contractual Restrictions |
| NoC-NC | No Copyright - Non-Commercial Use Only |
| NoC-OKLR | No Copyright - Other Known Legal Restrictions |
| NoC-US | No Copyright - United States |
+-------------------------------------------------------------+
Other¶
+-------------------------------------------------------------+
| CNE | Copyright Not Evaluated |
| UND | Copyright Undetermined |
| NKC | No Known Copyright |
+-------------------------------------------------------------+
Creative Commons Licenses¶
+-------------------------------------------------------------+
| CC LICENSE OPTIONS |
+-------------------------------------------------------------+
| |
| CC0-1.0 | Public Domain - No rights reserved |
| CC-BY-4.0 | Attribution - Credit required |
| CC-BY-SA-4.0 | Attribution-ShareAlike |
| CC-BY-NC-4.0 | Attribution-NonCommercial |
| CC-BY-NC-SA-4.0| Attribution-NonCommercial-ShareAlike |
| CC-BY-ND-4.0 | Attribution-NoDerivatives |
| CC-BY-NC-ND-4.0| Attribution-NonCommercial-NoDerivatives |
| PDM-1.0 | Public Domain Mark |
| |
+-------------------------------------------------------------+
License Attributes¶
+-------------------------------------------------------------+
| License | Commercial | Derivatives | Share Alike |
+-------------------------------------------------------------+
| CC0 | Yes | Yes | No |
| CC-BY | Yes | Yes | No |
| CC-BY-SA | Yes | Yes | Yes |
| CC-BY-NC | No | Yes | No |
| CC-BY-NC-SA | No | Yes | Yes |
| CC-BY-ND | Yes | No | No |
| CC-BY-NC-ND | No | No | No |
+-------------------------------------------------------------+
Managing Embargoes¶
What is an Embargo?¶
An embargo restricts access to a record for a specified period.
Embargo Types¶
+-------------------------------------------------------------+
| Type | Description |
+-------------------------------------------------------------+
| Full | No access to metadata or digital objects |
| Metadata Only | Metadata visible, no digital objects |
| Digital Only | No digital objects, metadata visible |
| Partial | Custom restrictions |
+-------------------------------------------------------------+
Creating an Embargo¶
Step 1: Go to Admin > AHG Settings > Rights Management > Embargoes
Step 2: Click Create New Embargo
Step 3: Complete the form:
+-------------------------------------------------------------+
| NEW EMBARGO |
+-------------------------------------------------------------+
| |
| Object ID: [ ] |
| |
| Embargo Type: [Full Embargo v] |
| |
| Reason: [Donor Restriction v] |
| - Donor Restriction |
| - Copyright |
| - Privacy |
| - Legal Hold |
| - Commercial Sensitivity |
| - Research Embargo |
| - Cultural Sensitivity |
| - Security Classification |
| |
| Start Date: [2026-01-30 ] |
| End Date: [2030-12-31 ] |
| |
| [x] Auto-release when end date is reached |
| |
| Review Date: [2028-01-30 ] |
| |
| Notify Before: [30] days |
| |
| Notification Emails: [archivist@example.com ] |
| |
| Reason Note: [Donor requested restriction until 2030] |
| |
| [Save Embargo] |
+-------------------------------------------------------------+
Managing Existing Embargoes¶
+-------------------------------------------------------------+
| Actions Available: |
+-------------------------------------------------------------+
| [Lift Embargo] - Remove restriction immediately |
| [Extend] - Change end date to later date |
| [Review] - Mark as reviewed, set next review date |
| [Edit] - Modify embargo settings |
+-------------------------------------------------------------+
Auto-Release¶
When enabled, embargoes automatically lift when the end date passes:
- System checks daily for expired embargoes
- Embargoes with auto-release enabled are lifted
- Status changes to "Expired"
- Action logged for audit trail
Traditional Knowledge Labels¶
What are TK Labels?¶
TK Labels are part of the Local Contexts initiative supporting Indigenous communities.
Categories¶
+-------------------------------------------------------------+
| TK Labels (Traditional Knowledge): |
+-------------------------------------------------------------+
| TK-A | TK Attribution | Attribution required |
| TK-NC | TK Non-Commercial | Non-commercial use only |
| TK-C | TK Community Voice | Community consent needed |
| TK-CV | TK Culturally Sens. | Handle with sensitivity |
| TK-SS | TK Secret/Sacred | Restricted access |
| TK-MC | TK Multiple Comm. | Multiple community interest|
| TK-MR | TK Men Restricted | Gender-specific access |
| TK-WR | TK Women Restricted | Gender-specific access |
| TK-SR | TK Seasonal | Time-restricted access |
| TK-F | TK Family | Family-specific content |
| TK-O | TK Outreach | Educational use permitted |
| TK-V | TK Verified | Protocols verified |
| TK-NV | TK Non-Verified | Protocols not yet verified |
+-------------------------------------------------------------+
+-------------------------------------------------------------+
| BC Labels (Biocultural): |
+-------------------------------------------------------------+
| BC-R | BC Research Use | Research purposes only |
| BC-CB | BC Consent Before | Prior consent obtained |
| BC-P | BC Provenance | Provenance documented |
| BC-MC | BC Multiple Comm. | Multiple communities |
| BC-CL | BC Clan | Clan-specific content |
| BC-O | BC Outreach | Educational outreach |
+-------------------------------------------------------------+
Assigning TK Labels¶
Step 1: Go to Rights Management > TK Labels
Step 2: Click Assign Label
Step 3: Complete the form: - Select the record (Object ID) - Choose the appropriate TK Label - Add community name - Add community contact information - Add any custom text from the community
Orphan Works¶
What is an Orphan Work?¶
A work whose rights holder cannot be identified or located after diligent search.
Due Diligence Process¶
Step 1: Create Orphan Work Record
+-------------------------------------------------------------+
| Work Type: [Photograph v] |
| - Literary Work |
| - Dramatic Work |
| - Musical Work |
| - Artistic Work |
| - Film |
| - Sound Recording |
| - Photograph |
| - Database |
| |
| Jurisdiction: [ZA - South Africa v] |
| Intended Use: [Digitization and online access ] |
+-------------------------------------------------------------+
Step 2: Document Search Steps
For each source searched:
+-------------------------------------------------------------+
| ADD SEARCH STEP |
+-------------------------------------------------------------+
| Source Type: [Copyright Registry v] |
| - Database/Registry |
| - Copyright Registry |
| - Publisher |
| - Author/Rights Society |
| - Archive/Library |
| - Internet Search |
| - Newspaper/Publication |
| |
| Source Name: [SAMRO ] |
| Source URL: [https://www.samro.org.za ] |
| Search Date: [2026-01-30 ] |
| Search Terms: [photographer name, date, location ] |
| |
| Results Found: [ ] Yes [x] No |
| Results Note: [No matching records found ] |
| |
| [Add Step] |
+-------------------------------------------------------------+
Step 3: Complete Search
When sufficient searches completed: - Mark search as complete - Indicate if rights holder was found - Document any proposed licensing fee
Rights Grants (PREMIS Acts)¶
Define what actions are permitted or restricted:
Available Acts¶
+-------------------------------------------------------------+
| Act | Description |
+-------------------------------------------------------------+
| Render | Display/view the content |
| Disseminate | Distribute copies |
| Replicate | Make copies |
| Migrate | Transform to other formats |
| Modify | Edit or alter |
| Delete | Remove from system |
| Print | Physical printing |
| Publish | Make publicly available |
| Use | General use |
| Excerpt | Use portions |
| Annotate | Add notes/comments |
+-------------------------------------------------------------+
Restriction Types¶
+-------------------------------------------------------------+
| Restriction | Color | Meaning |
+-------------------------------------------------------------+
| Allow | Green | Permitted |
| Disallow | Red | Not permitted |
| Conditional | Yellow | Requires additional conditions |
+-------------------------------------------------------------+
Viewing Rights on Records¶
Rights information displays in the sidebar:
+-------------------------------------------------------------+
| RIGHTS & RESTRICTIONS |
+-------------------------------------------------------------+
| |
| [!] Access Restricted |
| - Under embargo until 31 Dec 2030 |
| |
| Traditional Knowledge: |
| [TK-A] [TK-CV] |
| |
| Rights Records: |
| +-------------------------------------------------------+ |
| | Basis | Statement | Acts | Period | |
| |-----------|---------------------|---------|-----------| |
| | Copyright | InC | Render | 1990-Open | |
| | License | CC-BY-NC-4.0 | Use | 2020- | |
| +-------------------------------------------------------+ |
| |
| [Add Rights] |
+-------------------------------------------------------------+
Reports¶
+-------------------------------------------------------------+
| AVAILABLE REPORTS |
+-------------------------------------------------------------+
| |
| Embargo Report: |
| - All active embargoes |
| - Expiring soon |
| - By reason type |
| - Export to CSV |
| |
| TK Label Report: |
| - All TK label assignments |
| - By community |
| - Verification status |
| - Export to CSV |
| |
| Rights Summary: |
| - By basis type |
| - By rights statement |
| - By CC license |
| |
+-------------------------------------------------------------+
Best Practices¶
+--------------------------------+--------------------------------+
| DO | DON'T |
+--------------------------------+--------------------------------+
| Document rights thoroughly | Assume copyright status |
| Set review dates for embargoes| Let embargoes expire unnoticed|
| Consult communities for TK | Apply TK labels without input |
| Document orphan work searches | Skip due diligence steps |
| Use standardized statements | Create inconsistent metadata |
| Review rights periodically | Set and forget |
+--------------------------------+--------------------------------+
Compliance¶
The plugin supports compliance with:
| Standard | Implementation |
|---|---|
| PAIA (SA) | Public access request integration |
| POPIA (SA) | Privacy-aware access controls |
| GDPR (EU) | Territory restrictions, consent tracking |
| Copyright Act | Jurisdiction-specific rights |
| PREMIS | Rights basis and acts vocabulary |
Quick Reference¶
Keyboard Shortcuts¶
- None (web-based interface)
URLs¶
- Dashboard:
/rightsAdmin - Embargoes:
/rightsAdmin/embargoes - TK Labels:
/rightsAdmin/tkLabels - Statements:
/rightsAdmin/statements
Permissions Required¶
- View rights: Read access to record
- Edit rights: Editor or Administrator role
- Manage embargoes: Administrator only
- Assign TK Labels: Editor or Administrator
Need Help?¶
Contact your system administrator for: - Complex rights determinations - Bulk rights updates - Custom territory restrictions - Integration questions
Part of the AtoM AHG Framework