CAIRSS Copyright Workshop 2011 Thursday, 28 March 2013

In 2011, CAIRSS held its annual Copyright Workshop in Melbourne.

Date: Friday 5th August 2011

Venue: Hawthorn Campus, Swinburne University

Time: 9.30am – 3.00pm

Registration: Maximum of 2 places per CAIRSS Member Institution.


Many copyright issues encountered by repositories do not lend themselves to a clear-cut solution. More often than not the issues intersect with policy decisions relating to legal relationships with contributors, the institution’s commitment to open access, funding or workflow requirements and other administrative matters. This workshop provided an opportunity for repository managers and the CAIRSS copyright team to continue their discussion around copyright issues affecting repositories and current practices for addressing them.

The workshop was held in a roundtable discussion format that aims to encourage interaction between all participants and the discussion leaders. Participants were asked to observe the Chatham House Rule under which participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor any other participant, may be revealed.

The CAIRSS Copyright Good Practice Guide has been updated for this workshop to include more current information on the repository environment and some facts about New Zealand copyright law.  An addendum with more detailed NZ information is available from the CAIRSS website.  The updated Guide can be accessed via the CAIRSS private website.


1.  Risk Management for open access repositories 

A number of risks may need to be managed as part of operating an open access repository.  While there is a potential risk of infringing copyright, there are also risks in choosing to make less material available.  This session will look at identifying risk, using an evidence based risk management approach and developing workflows that incorporate an agreed level of risk. 

2.  Publisher permissions 

One of the key activities for repositories involves interpreting publisher agreements to ascertain the conditions under which material can be placed into a repository.  Repositories can consult Sherpa/RoMEO or OAKList but more info. is often needed.  Questions about using different versions and the meaning of terms used in publisher agreements as well as the current status of the OAKList will be discussed in this session. 

3.  Authorising re-use 

The open access movement is committed to establishing systems that allow the maximum access to and re-use of material held in repositories.  This session focuses on the end users of repositories, and what they are able to do with repository content.  It will discuss the type of re-use that repositories in Australian and New Zealand wish to support, and ways to enable that such as Creative Commons licences, other open licences, and obtaining permission to authorise further re-use. 

4.  Non-research repositories 

Increasingly repositories are looking at storing material other than research publications or even published textual items.  This extends to creative works (including images and sound and video recordings), learning materials and complex multimedia objects.  This session will examine the copyright challenges of managing different kinds of repositories containing different types of digital material. 

5.  Data management

With the support of ANDS, many repositories are moving into storing and managing research data.  The digital storage of research datasets brings up issues such as: originality; ownership; and conditions attached to the use and re-use of data.  There may be contractual, regulatory or ethical overlays to the use of data that create greater complexity than exists for storing publications. 

6.  Government mandated repositories 

Government research evaluation programs in both Australia and New Zealand mean that repositories are now often required to reproduce, store and communicate copyright material for purposes other than open access.  While copyright clearance was addressed for ERA 2010 in Australia and PBRF 2006 in NZ, issues remain about the 2012 ERA requirements and the associated issue of copying for HERDC in Australia. 

7.  Ancillary and descriptive data 

Repositories depend upon the use of ancillary and descriptive data including metadata to operate effectively, however they operate in uncertain territory in relation to issues such as the use of abstracts and contractual conditions surrounding some commercial metadata services.  The use of abstracts is one of the most discussed issues arising in relation to copyright and CAIRSS.

8.  Theses – new issues post ADT

The digitisation and online availability of theses is now an important issue for all repositories.  Repository managers are concerned about obtaining author permissions and the inclusion of third-party copyright material.  The panel will address; authors’ concerns about online theses restricting future publication possibilities; creative work theses; vanity publishing and associated issues.