Contents

WELCOME TO SPRIGHTLY

Is this guide for you?

How do I find Sprightly?

How do I log in?

ADD RIGHTS INFORMATION

Add an agreement

Step A – Material Covered

Step B – Rights Holders

Step B – Contact Details

Step C – Roles and Relationships

Step D – Instructions for Access and Use

Step E – Agreement Details

Submit Agreement

Using the work tray

Add a rights holder

Add a relationship

Add contact details

Add a link to works

Add a TRIM reference

Add a note

Add a library decision

MAINTAIN RIGHTS INFORMATION

Update an agreement

Archive an agreement

Update a rights holder

Update contact details

Archive contact details

Update a library decision

Delete a library decision

Update a TRIM reference

Delete a TRIM reference

Update a note

Delete a note

VIEW RIGHTS INFORMATION

View rights information

Find a work

View rights for a work

Work Details

Copyright Status Tool

Library Decision

TRIM References

Rights Holders

Find a rights holder

View a rights holder

View personal details

View rights holder notes

View rights holder TRIM references

View contact details

View agreements

View roles and relationships

FAQs

GLOSSARY

ATTACHMENT A

ACCEPTED TERMS IN THE ROLES & RELATIONSHIPS FIELDS

Roles

Relationships

1

Sprightly is the Library’s rights management system. This is the place for Library staff to record and find information about rights holders for material in our collections (mostly special collections material at the moment).

Is this guide for you?

Do you have a new agreement with a rights holder?

Go to ADD RIGHTS

Do you have updated information about a rights holder?

Go to MAINTAIN RIGHTS

Do you need to know how the Library is allowed to use an item?

Go to VIEW RIGHTS

Do you need to provide advice on rights to a reader?

Go to VIEW RIGHTS

How do I find Sprightly?

If you are looking for information about a particular collection or work in the catalogue or DCM, click on the “View Rights” button to jump to that page in Sprightly.

To get to the Sprightly home page, follow the link from OurWeb or go directly to:

How do I log in?

Use your LAN username and password to log in. All staff have access to view information in Sprightly.

Sprightly contains personal information about rights holders. Remember that you should only access and use this information as required for your work.

To edit rights information, you will need an administrator to grant you edit access. Ask your supervisor to send a request for Sprightly edit access to the IT Service Desk.

1

Add an agreement

You have a paper rights agreement form from a rights holder. The form is signed by one or two rights holders (on rare occasions, more than two rights holders sign the form). There are six versions of the form, customised for different branches:

  • Manuscripts
  • Maps
  • Music/Dance
  • Oral History
  • Pictures
  • Public Programs
  1. Click on Add Agreement.
  2. Select the form for your branch.

The agreement wizard asks you to confirm that you want to create a new agreement. If you want to edit an existing agreement, cancel and go to your Work Tray or find the agreement from the rights holder’s page (see View Rights Holder). When you confirm, the Agreement Wizard opens.

As you are editing the agreement, remember that you can Mark as Draft before you’re ready to submit it. Also remember to Submit the agreement when you have finished it, so others can see all the information you’ve entered! If you mark the agreement as a draft, contact details you entered will be displayed on the rights holder’s page, but the full agreement will only appear when you submit it.

Step A – Material Covered

This step allows you to describe material covered by the agreement. Rights holders may make an agreement about all their material held by the Library or about specific items.

  1. Click on Edit Materials.
  2. Select from “all material in x collection” or provide a text description of the material covered from the paper form.
  3. Enter a persistent identifier (PI) to link to a collection or DCM work record if possible.
  4. Click on Save.

The material description appears at Step A.

Tip: Linking an agreement to a specific collection or work will help other staff to find the agreement. If there is a catalogue record, use the ‘nla.cat’ PI, e.g. nla.cat-vn835912. If not, use a PI for the digitized item, e.g. nla.ms-ms51-8-1051a.

Step B – Rights Holders

This step allows you to add rights holders. Add all the names and contact details that appear on the paper form at this step, including any nominees. If the rights holder signing the form is not a creator (e.g. agent or heir), add the creator’s name to link the agreement to the original rights holder.

  1. Click on Add Rights Holder.
  2. Enter the name and click Search.

Names from the catalogue authority records and the Sprightly database are displayed.

  1. Select the rights holder from the search results.
  2. Click on Select.

The rights holder appears at step B.

If the name is not in the search results and is not a creator:

  1. Click on Create Rights Holder.
  2. Select the name type.
  3. Enter the name and life dates if known and click Check for Duplicates.
  4. Click on Create to add the name to the Sprightly database.

Tip: If the name does not appear in search results and the rights holder is a creator, the name should be added to the catalogue authority records.

Repeat for each rights holder.

Step B – Contact Details

Once each rights holder has been added, add contact details.

  1. Click on Enter Contact Details.

The Enter Contact Details form opens.

  1. Enter addresses and phone numbers from the paper form.

Tip: Include the rights holder’s title, name and honours (if relevant) under Addressee.

  1. If the rights holder has ticked any boxes under “which of your contact details may we give to enquirers?”, change the Privacy for that address or number to “Public on request”. Otherwise, leave as “Internal use only”.
  2. If the rights holder has ticked any boxes under “do you prefer to be contacted by”, select the checkbox to mark the address or number as Preferred.
  3. Click on Create to save the contact details for this rights holder.

The new contact details appear at step B.

Tip: If the rights holder was already in the Sprightly database, previous contact details may be displayed. If you know that these are outdated, you can archive them. See Archive Contact Details.

Step C – Roles and Relationships

This step allows you to define each rights holder’s role in relation to collection material or relationship to other rights holders. This information helps other Library staff to understand what kind of rights the person holds and why.

Roles

Add a role if the rights holder is a Cartographer, Choreographer, Collector, Composer, Contributor, Copyright Owner, Creator, Donor, Editor, Interviewee, Lyricist, Music Arranger, Notator, Performer, Publisher, Speaker, Surveyor, or Vendor. This rights holder has a direct relationship with the collection material.

  1. Click on Add New Role.
  2. Select one or more roles.
  3. Select the collection or work records the role(s) apply to if applicable.
  4. Click on Create to save the role.

The new role appears under the rights holder’s name at step C.

Relationships

Add a relationship if a rights holder on the form is an Agent, Contact, Executor, Heir, Nominee (after Death), Power of Attorney, Representative of the Donating Organisation, or Trustee of Estate for a creator or other ‘original’ rights holder. The second rights holder only holds rights in the material through the relationship with the original rights holder.

  1. Find the creator or other rights holder who has a direct role to the material.
  2. Click on Add New Relationship.
  3. Select the type of relationship.
  4. Select the agent, contact, or other “delegate” rights holder as “Rights Holder B”.
  5. Click on Create to save the relationship.

The new relationship appears under each rights holder linked by the relationship.

Step D – Instructions for Access and Use

This step allows you to record the core content of the agreement – the permissions that the rights holder has granted the Library for access to and use of the material. The questions at this step vary between forms for different branches. For each question on the paper form, there is a matching question at step D.

  1. Click on Answer for the first question answered by the rights holder.
  2. Select the answer that matches the form and click Generate Permissions.

The answer is translated into a standard form of permission and displayed in the Permissions table.

Repeat for each question answered by the rights holder. You may not need to answer all the questions, because some answers mean the rights holder can skip other questions. Answer each question only once.

If you need to record a permission that doesn’t fit the standard questions on the form, click on Add Permission to enter a custom permission.

Step E – Agreement Details

To finish entering the agreement, add the agreement date, notes and TRIM reference at step E.

  1. Click on Edit Details.
  2. Change the Agreement Date to the date the form was signed.
  3. Check that the Collection Area is correct.
  4. Add a note if there is additional information on the form that has not been recorded, or you need to record information about discussion with the rights holder, interpretation or the status of the agreement, e.g. “waiting for TRIM record number”.
  5. Click on Update to save changes.

The details are updated at step E.

  1. Click on Add TRIM Reference to create a link to the agreement form in TRIM.
  2. Enter the TRIM Reference Number, e.g. R09/1234
  3. Enter a description of the document, e.g. “Jeff Carter Pictures Rights Agreement” and enter the date the document was TRIM’d or sent to Records Management Unit.
  4. Click on Create to save the TRIM reference.

The TRIM reference appears in the TRIM References table. If the TRIM reference is to an electronic file, you can open the file by clicking on the Reference Number.

Submit Agreement

Check that all the information you have entered reflects what is in the form. Then click on Submit Agreement to store the agreement in the Sprightly database.

You can find shortcuts to view, edit or archive your submitted agreements in your Work Tray. All Library staff can view the agreement from the rights holder’s page (and edit or archive if they have edit access).

Using the work tray

Your Work Tray contains draft agreements that you have not yet submitted, your submitted agreements and archived agreements. You can also see drafts for all users – this can be used in cases where another editor starts entering an agreement but you need to complete it.

Add a rights holder

Usually rights holders will be added in the context of adding an agreement. You may want to add a new rights holder without an agreement if you have information about contact details or a relationship with another rights holder. For example, while doing some research about an elderly rights holder, you find out that she has a daughter who will be the primary point of contact for rights matters.

  1. From the Sprightly home page, click on Add Rights Holder.
  2. Select a rights holder type.
  3. Enter the first name, surname and birth date if known.
  4. Click on Check for Duplicates.

Sprightly checks whether there are any existing rights holders with the same name. If the rights holder you want to add exists, choose Cancel or click on the name to go to the rights holder’s page.

  1. If there are no duplicates, click on Create to add the rights holder to the system.

Don’t worry if this takes a little while, Sprightly is just updating indexes so you can find the rights holder again!

Add a relationship

Now you can link the new rights holder to her mother so that everyone can follow the path from the collection material to the creator and then to the current contact.

  1. Find and view the creator or other “original” rights holder.
  2. Go to the Roles tab.
  3. Click on Add New Relationship.
  4. Select the type of relationship, e.g. “Contact”.

Tip: Think of the relationship as “Rights Holder A has a <relationship type> called Rights Holder B” or “Rights Holder B is the <relationship type> for Rights Holder A”.

  1. Click on search and enter the name of rights holder B.
  2. Select rights holder B from the search results, then click on Create to save the relationship.

The relationship is displayed under the Roles tab for both rights holders. See also View Rights Holder.

Add contact details

If you have updated contact details for a rights holder without a new agreement, you can add them from the rights holder’s Details page.

  1. From the rights holder’s Details page, click on Add Contact Details.
  2. Select the type of address or phone number.
  3. Select the privacy status.

Tip: The default is “internal use only”. Only change this to “public on request” if the rights holder has indicated that the address or number may be given to enquirers. Only change to “public” if the rights holder agrees to make the details public without individual requests, e.g. on a website.

  1. If the address or number is a preferred contact method, tick the check box.
  2. Enter the address or phone number and click on Create.

The new contact details display in the Rights Holder Contact Details table.

Tip: Preferred contact methods have an asterisk and internal use only details have a warning stop sign .

Add a link to works

When you know that a person is a rights holder for a particular collection or work, link the rights holder through a role.

  1. Find and view the rights holder.
  2. Go to the Roles tab.
  3. Click on Add New Role.
  4. Select the role type.

Bonus! You can have more than one.

  1. Enter the persistent identifier (PI) for the work or collection.

Tip: If the collection or work exists in the catalogue, use the “nla.cat-vn” prefix followed by the bibliographic ID (that’s 001 field for MARC fans). If not, you can use the DCM PI, e.g. nla.pic-an22665345.

Add a TRIM reference

A TRIM reference can be added to either a work or a rights holder. You would add one to a work if the document relates to a library risk decision or copyright conditions of the specific work. You would add one to a rights holder if it relates to information about the rights holder that is not specific to a particular agreement. See also “Add an Agreement” above for adding a TRIM reference within the agreement wizard.

  1. From the rights holder details or work details page, click on Add TRIM Reference.
  2. Enter the TRIM number, a description of the document the number refers to, and the date it was “TRIM’d”.
  3. Click on Create to save the reference.

The TRIM reference is displayed. If the number refers to a single electronic file, the link will open the document.

Add a note

Sprightly allows you to add several types of notes about rights and rights holders:

Agreement note - a note about information the rights holder provided that does not fit in the standard form, or interpretation of the agreement by Library staff, or the status of the agreement in the system (e.g. waiting on TRIM ref number). See Add an Agreement.

Contact note - a note to help other staff contacting the rights holder (e.g. lives in Provence in the northern Summer, son never replies to email) or about a specific contact detail (e.g. silent number). See Add Contact Details.

Library decision note - describes how and why the decision was made and what it means for access to or use of the work

Permission note - clarifies detail of the permission, e.g. specific publication the permission applies to. See Add an Agreement.

Rights holder note- corporate knowledge about the rights holder that is useful to share and not limited to a specific agreement

Add a library decision

Record a Library Decision against a work when a staff member has made a decision about access to or use of the material. Some examples are a risk management decision to allow digitization of orphan works, or a decision to restrict access for privacy reasons.

Record decision against the catalogue work page in Sprightly where it exists (only use the DCM PI if there is no catalogue record for the item).

  1. From the work details page, click on Edit in the Library Decisions section.
  2. Enter the date of the decision and a note to explain what was decided, why and by whom.
  3. Click on Update to save the decision.

The decision is displayed in the Library Decisions section.

If you have a TRIM document providing a record of the decision, add it to the work. See Add TRIM Reference.

1