Heratio Help Center article. Category: Rights.

Rights Management

User Guide

Manage copyright, licensing, embargoes, and access restrictions for your archive collections.

Overview

Key Features

What You Can Do

How to Access

Dashboard

The Rights Management dashboard shows:

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

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

No Copyright

Other

Creative Commons Licenses

License Attributes

Managing Embargoes

What is an Embargo?

An embargo restricts access to a record for a specified period.

Embargo Types

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 ]
• 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:

Auto-Release

When enabled, embargoes automatically lift when the end date passes:

1. System checks daily for expired embargoes
2. Embargoes with auto-release enabled are lifted
3. Status changes to "Expired"
4. 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

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

Restriction Types

Viewing Rights on Records

Rights information displays in the sidebar:

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

Compliance

The plugin supports compliance with:

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 Heratio AHG Framework