Heratio Help Center article. Category: Rights.

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

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

Dashboard

The ICIP dashboard provides an overview of all Indigenous Cultural and Intellectual Property management activities.

Key Statistics

Secondary Metrics

Community Registry

Track Aboriginal and Torres Strait Islander communities linked to your collection materials.

Adding a Community

1. Go to ICIP > Communities
2. Click Add Community
3. 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: [ ]
• Active
• [Cancel] [Save Community]

Community List

State/Territory Codes

Consent Management

Track consent status for records containing Indigenous cultural materials.

Consent Workflow

Consent Status Options

Consent Scope Options

Define what the consent covers:

Consent Scope

Adding a Consent Record

1. Navigate to a record's ICIP tab, or go to ICIP > Consent Records
2. Click Add Consent or Record Consent
3. Complete the form:

Consent Record

• Record: [Box 15 - Photographs 1920s ]
• Community: [Wiradjuri v]
• Consent Status: [Full Consent v]
• Consent Scope:
• Preservation Only
• Internal Access
• Public Access
• Commercial Use
• Educational Use
• 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

Adding a Cultural Notice

1. Navigate to record's ICIP tab > Notices
2. Click Add Notice
3. 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]
• 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)

Applying a TK Label

1. Navigate to record's ICIP tab > TK Labels
2. Click Add Label
3. 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

Access Restrictions

Apply ICIP-specific access controls that can override standard security clearance.

Restriction Types

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)
• Applies to descendant records
• 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 Heratio 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

Recording a Consultation

1. Go to ICIP > Consultations > Add Consultation
2. 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

Record ICIP View

Each archival record has an ICIP tab with comprehensive information.

Accessing Record ICIP

1. Navigate to any information object
2. Click on the ICIP tab, or use URL: /{record-slug}/icip

ICIP Overview Page

Reports

Available Reports

1. Pending Consultation Report

   • Records awaiting or in progress of community consultation
   • Prioritized by waiting time

2. Consent Expiry Report

   • Consents expiring within specified timeframe
   • Default: 90 days

3. Community Report

   • All records, consultations, and consents for a specific community
   • Complete engagement history

Pending Consultation Report

Consent Expiry Report

User Acknowledgement

When users access records with ICIP notices requiring acknowledgement:

• Acknowledgements are recorded with user ID, timestamp, and IP
• Users only need to acknowledge once per notice type per record

Quick Actions

From Dashboard

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:

Local Contexts Hub Sync

Heratio can pull the Labels and Notices a community has applied to a project on the Local Contexts Hub, so records show the community's own wording, icons, language and translations instead of the generic label text. The local label catalog stays in place as the fallback: if the Hub is unreachable, or a label has not been synced, pages carry on with the local wording.

1. Register the project on the Hub. The community, institution or researcher account creates a Project at https://localcontextshub.org and applies its TK/BC Labels or Notices there. Set the project's privacy to Public or Contributor; Private projects are never returned by the API. Copy the project's Unique ID (a UUID, shown on the project page and in its URL). For testing, use the sandbox at https://sandbox.localcontextshub.org, which has its own accounts, projects and keys.

2. Generate an API key. In the Hub, open the account's settings and generate an API key. Keys belong to the account that made them and can only read the projects that account can see.

3. Configure Heratio. In Admin > AHG Settings > ICIP Settings, tick Enable Local Contexts Hub API and paste the key into the API key field (it is stored encrypted). Two further values live in the icip_config table and are not on the settings form yet, so a database administrator sets them:

4. Run a first sync by hand to check the key and ids:

sudo -u www-data php artisan ahg:icip-hub-sync
sudo -u www-data php artisan ahg:icip-hub-sync --project=<unique-id>

Each project reports how many labels and notices it synced, or why it failed. HTTP 403 means the key is missing, wrong, or belongs to an account that cannot see the project; HTTP 404 means the id is wrong or the project is Private.

5. Switch on the schedule. The job Local Contexts Hub Sync (ahg:icip-hub-sync, daily at 05:00) ships disabled in the Cron Scheduler. Enable it there once the manual run succeeds. Its log is storage/logs/icip-hub-sync.log.

With a key set, Heratio uses version 2 of the Hub API (the current default). Without a key it falls back to the older keyless version 1 API, which can only read Public projects and may be retired by the Hub; use a key for anything beyond a quick test.

Access Audit Log

When Audit All ICIP Access is enabled, every visit to an ICIP route is recorded in the icip_access_log table (the audit.icip middleware runs on all ICIP routes after authentication). Each row captures the user ID, IP address, request path, and timestamp. Toggle the setting under ICIP Settings → Audit & Logging; it is optional and adds one lightweight insert per ICIP request when on. Disable it to stop logging without losing existing rows.

Troubleshooting

Common Issues

Glossary

Need Help?

• Check the Technical Documentation
• Contact your system administrator
• Visit Local Contexts for TK Label information

Part of the Heratio AHG Framework - ahgICIPPlugin v1.0.0