Plan to Share - Level 2

Permission to Share  Thinking about access when you are collecting or creating records will make it easier when it comes to providing access to your content. Having a permissions form that requires a signature from all record donors and creators will help you to ask the right questions and ensure you have the right permissions to share your content.

The form that you use should be created based on the requirements of your group. As a minimum, the form should include 

• Name and contact information for the donor and / or creator. 

• Title, format and description of the content.  

• A description of the possible ways the content could be used in the future. 

• A declaration that the donor and / or creator is happy with this use. 

• A dated signature from the donor and/ or creator. 

  This template gives more details. 

When the forms are completed and signed, make sure both you and the signee have a copy. Copy your version and store both securely where only people authorised to look at them have access. Always double check the information and permissions you have before making content accessible. 

Next steps   In addition to obtaining the correct donor and creator permissions. It is essential that you are compliant with the range of legal requirements needed to legally provide access to content. This includes copyright legislation and General Data Protection Regulation (GDPR) requirements. Level 3 will provide guidance on meeting these requirements within the parameters of your group.