Copyright Clearance Log_v1_Oct-24

	A	B	C	D
1	About the GLAM-E Lab Creator log
2	This spreadsheet is part of the GLAM-E Lab Open GLAM Toolkit for heritage organisations in the US, UK and EU Member States. The toolkit includes: • Onboarding Document, which introduces you to the GLAM-E Lab method of building an open access program. • Assessing and Mitigating Risk, which gives an overview on how to set and apply risk tolerances for your organization. • Copyright Clearance Handbook for Public Domain Publication of Digital Collections and Copyright Clearance Log, which will guide you through the process of clearing copyright in collections. • Image and Metadata Handbook for Wikimedia Commons and Sandbox Template for Wikimedia Commons Metadata Management, a template to help you create and manage metadata for your uploads to Wikimedia Commons. Together, these materials will help you identify, prepare and publish your digital collections for open access using public domain statements. This Copyright Clearance Log allows you to keep all relevant information regarding the copyright of works in one place. It enables staff to collate all relevant information regarding the creator and work you intend to include in your open access programme, as well as other creators and works in your collection that remain within the term of copyright protection. The Log helps to records the information you will have attained while undertaking copyright clearance such as name, date of publication and death. Information can be recorded in the Copyright Clearance Log while going through the steps laid out in the Copyright Clearance Worksheet or afterwards.
3	Column	Column name	Description	Additional clarification
4	A	Link	A link to the creator’s works or profile in your collections portal or content management system, if you have one	You might also include information on a folder location
5	B	# of works	The total number of works by this creator in your collection, which may be helpful for bulk clearance	If you are in a jurisdiction that calculates the term of protection by a creator’s date of death, this column can help you record the number of additional works that are suitable for public domain publication
6	C	Title	The title of the work being cleared, which may be helpful for copyright clearance at an item level	Document the date of publication and consider any jurisdiction specific rules (e.g., in the UK, the 2039 rule; in the US, clearance by publication date if the work was registered for copyright before 1978)
7	D	Date of Publication	Date of publication, if known, or Unpublished	For example: YYYY-MM-DD or Unpublished
8	E	Country of Publication	Country of publication for the purposes of calculating the copyright term	For example, United States or Japan
9	F	Creator Full Name	Full name of the creator as it appears in your catalogue or record	Include any titles or suffixes
10	G	First Name	First name(s) of the creator	For data sorting purposes
11	H	Last Name	Last name(s) of the creator	For data sorting purposes
12	I	Birth Date	Creator’s date of birth, if known	To enable chronological sorting (e.g., to celebrate a creator’s birthday)
13	J	Death Year	Creator’s year of death, if known	For calculating the term in relevant jurisdictions (UK & EU Member States)
14	K	© expiration	Year of copyright expiration for the creator’s works, including future dates if still in copyright	For automated calculations in the UK and EU Member States, copy/paste the formula below into the cells in this column and edit the row information: =G[row number]+71
15	L	Gender	Creator’s gender, if known or useful [ Male / Female / Non-binary / Trans ]	For themed promotions (e.g., International Women’s Day)
16	M	Nationality	Creator’s nationality/ies, if known	For themed promotions
17	N	Other details	Any other details useful for open access programming
18	O	Wikidata link	Link to the creator’s Wikidata entry, if it exists	The Wikidata entry will have additional information about the author and link to their biography and other artworks
19	P	Underlying Work Status	The copyright status of the underlying work(s) [ Public Domain / US: Public Domain / In Copyright / UK: 2039 / Unknown / Orphan Work ]	Use the dropdown option to select the copyright status; add or edit categories for your jurisdiction by changing the Data Validation rules
20	Q	Digital Surrogate Status	The copyright status of the digital surrogate(s) [ Public Domain / In Copyright / Unknown ]	Use the dropdown option to select the copyright status; add or edit categories for your jurisdiction by changing the Data Validation rules
21	R	Include in Open Access Programme	Your decision on whether to include the creator or work(s) in your open access programme based on the Status information: [ Yes / No / TBC ]	Use the dropdown option to indicate whether the creator or work can be included in the open access programme
22	S	Reasoning	The reasoning supporting your conclusion on copyright and/or the decision to include the work in your open access programme if unknown	For example, work was created in 1850
23	T	Evidence (link)	Link to any information that supported your Reasoning (S)	For example, link to Wikipedia biography
24	U	Database notes	Any additional notes relevant to information in your database or collections management system, if useful	For example, where a person’s last name changed following marriage or immigration
25	V	Evaluator	Name of person who evaluated the creator’s copyright status	Consider updating this field to include a drop down of team members’ names using the Data Validation rules
26	W	Evaluation date	Date of the copyright evaluation	For example: YYYY-MM-DD.
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