Keep usage rights with the asset.
Maintain license information, usage restrictions and release documents alongside your content. Give people the information they need to check how a file may be used.
Make usage information easier to maintain and find.
Keep the important terms in view.
Record who owns the rights and how the material may be used.
Maintain copyright holder, licensor, commercial or editorial use, geography, attribution and exclusivity. Add a license link and notes for the details people need to check before choosing the file.
Describe the intended use
Illustrative example: an image has terms covering a campaign in Sweden. For a US campaign, check for material whose terms cover that use or ask the rights owner before choosing it.
Keep credit and context nearby
Store attribution requirements, the license URL and notes alongside the asset.
Keep the supporting documents close.
Attach license documents and releases to the information people see with the asset.
Store model releases, property releases and license files. Record whether releases are needed and whether they have been acquired, so the person checking usage has a clearer starting point.
Stop downloads when a license expires.
Maintain start and expiration dates alongside the license terms.
When the license expires, the asset stays in the library but can no longer be downloaded. Its permissions still determine who can see it. Files already downloaded are not recalled.
Ask people to acknowledge the terms.
Require acceptance of configured terms before supported download or insertion actions continue.
Use library download terms or terms associated with asset properties to present the relevant message. The user acknowledges the terms before continuing with the action.
A few useful answers.
What is required to manage licenses?
Asset license management must be enabled for the account.
How do rights differ from approval and access?
Approval determines whether an asset is ready to be used. Permissions control access for individual users, groups and administrators. The license describes permitted use and its expiry date; it is separate from those access permissions.
Does a stored license clear the rights or recall downloaded copies?
Your team maintains and checks the rights information. Recording terms does not validate the underlying rights or recall copies already downloaded or placed in another application.
Make the terms easier to find before content is used.
Explore how your team can maintain rights information alongside its assets.