If you’ve ever found yourself on the receiving end of a copyright notice concerning a stock image you’ve utilised, you’ll be familiar with the ensuing stress and panic. For a plethora of businesses, the use of stock images is an inescapable reality. And even for those who predominantly rely on in-house designed imagery, there’s invariably that one blog post or social media thumbnail that slips through the memory cracks.
Particularly for those in the nascent stages of their venture, the budget doesn’t always stretch to bespoke image creation, making stock images a veritable godsend. By simply paying a modest fee for a licence, downloading it, and then deploying it as needed, stock images offer a pragmatic solution.
However, as time marches on, the specifics of when and where an image was procured can become a tad hazy. And when that daunting email lands in your inbox, it can leave you in a state of befuddlement, trying to pinpoint the exact origins of your image licence.
Rather than embarking on a tedious trek through your emails and various stock image accounts, or having to reach out to a web designer from your past, there’s a far simpler way to have every licence readily available when required.
Here’s a comprehensive guide on how to meticulously track your stock image licences, sparing you unnecessary headaches down the line.
How to Create an Image Licence Spreadsheet and What to Include
The creation of a standard spreadsheet in Excel or Google Sheets serves as the foundation for this process. This is an excellent juncture to incorporate visuals or a video detailing the initial setup.
Step-by-Step Guide:
- Image: Begin by keeping a diminutive copy of the image itself within the spreadsheet. This acts not only as a visual cue but also aids in cross-referencing with the supplementary data you’ll be documenting. Picture it as assigning a thumbnail to each row for easy identification.
- Name: The image’s title often encapsulates its essence, such as ‘Goldfish Jumping into a Bowl of Money’. This title is crucial for future reference or if you need to locate it on the stock image platform again.
- Date Downloaded: Recording the date of purchase and download is vital. This information can prove invaluable when you need to verify the usage period of a specific image.
- Link to Image: Including a link to the image on the stock website from which it was purchased simplifies the process of locating it again. This is particularly useful for quick identification and in situations where a re-download of the licence might be necessary. Adding any available reference numbers for the image is also recommended.
- Use: Documenting every instance of where the image is employed on your website or on social media is essential. Ensure to include links to where the image is featured, providing a comprehensive overview of its usage.
- Documents: Attach a copy of the image licence to your spreadsheet for immediate access. This can be in the form of a PDF, alongside a link to the licensing information on the website where the image was acquired. It might also be prudent to save your purchase confirmation as an image, offering further evidence of the acquisition date and time.
By adhering to these guidelines, you can create an organised and efficient system for managing your image licences. This not only streamlines the process of proving ownership but also significantly reduces the risk of copyright infringement, ensuring that all your imagery is legally compliant.
