Check image and document rights before sharing
What should you check before sharing an image or document?
Check who created or supplied the file, the permitted uses and any attribution conditions. Check identifiable people or client information and whether the intended publication has been approved.
A file being available does not tell you how it may be used. Images, written material and brand assets need a clear source and permission record before they appear in a business pack or website.
Keep provenance with the asset
Record where the file came from, who supplied it and what use was approved. Store the relevant licence or approval where the team can find it. A filename such as “final-logo” does not establish ownership or permission.
Government intellectual-property guidance identifies different rights, including copyright and trade marks. The correct permission question depends on the asset and the intended use.
Ask practical questions
- Who created or supplied this file?
- What uses are allowed?
- Are attribution or placement conditions attached?
- Does it contain identifiable people or client information?
- Has the intended publication been approved?
Distinguish illustrations from evidence
A generated image can illustrate a concept without proving that the business has a particular office, team or completed engagement. Make that distinction clear wherever an image could otherwise create a misleading impression.
Similarly, a guideline board may contain sample names, statistics and mockups. Those examples should not become business claims just because they appear beside an approved colour palette.
Keep approved assets in a maintained library and preserve original files. Record edits as separate versions so a later reviewer can trace the source.
When the permission is unclear, use a verified alternative or seek clarification before publication. That is usually easier than rebuilding several pages after discovering an asset was used outside its allowed context.
General business-process information. Check the circumstances and seek appropriate professional advice for contractual, legal or specialist decisions.
Further reading
For a corporate enquiry, contact EJN Services.
