Copyright & Licensing in Government Media

6th November 2025

There’s no sector in which public trust matters more than government organisations.

This isn’t just an issue for policymakers, but for all departments working for a government institution, particularly Marketing and Communications teams responsible for managing media and the copyright permissions that go with it.

In this blog, we’re going to take a closer look at why effective licensing for government media is important, the key pieces of legislation you need to be aware of, and how a DAM can help governmental organisations stay organised.

READ MORE: Digital Asset Management Best Practice: Public sector

Why effective licensing governance matters

Effective licensing governance is about more than just ensuring you don’t infringe copyright law—it’s about protecting your organisation’s reputation, resources and relationships. 

Misusing licensed material, even unintentionally, can lead to legal disputes, financial penalties and damage to public trust. For government departments, charities and public sector institutions in particular, this can undermine credibility and accountability.

Effective licensing ensures that every asset in use has a clear origin, an approved licence and accurate attribution. It also supports operational efficiency by reducing duplication, confusion and last-minute rights checks, while teams can feel confident that they know exactly which materials are cleared for use and where restrictions apply.

Ultimately, this creates a culture of responsibility and transparency, and ensures creative and informational assets are used ethically, maximising their value while safeguarding the organisation from unnecessary risk and ensuring compliance with both internal policies and external regulations.

The legal foundations: Crown Copyright and the Open Government Licence (OGL)

There are two key legal foundations for copyright and licensing with government media:

1. Crown Copyright
2. The Open Government License (OGL)

But what are they, and how do they work?

What is Crown Copyright?

Crown Copyright is a type of copyright that applies to works created by employees of the UK government or certain public bodies in the course of their official duties. Instead of being owned by an individual author, these works are owned by the Crown—meaning the rights belong to the state rather than a specific person or organisation.

It usually covers materials such as legislation, government reports, official documents and other works produced by government departments. While Crown Copyright offers protection similar to standard copyright, it usually lasts for 125 years from the year of creation or 50 years from publication, depending on the type of work.

Many Crown Copyright materials are made available for public use under the Open Government Licence—but how does it work?

How the Open Government Licence enables reuse

The Open Government Licence (OGL) was introduced to make it easier for individuals and organisations to use and share government information. It allows users to copy, publish, distribute and adapt Crown Copyright materials freely, including for commercial purposes, as long as they credit the source appropriately.

By removing unnecessary restrictions, the OGL encourages innovation and transparency, allowing businesses, researchers and the public to build upon official data and content. 

Whether it’s reusing maps, statistics or policy documents, the licence ensures government-created materials can be repurposed responsibly, helping to drive creativity, accessibility and public engagement across a wide range of sectors.

When OGL does not apply: Departmental and third-party licences

Not all government-created content is covered by the Open Government Licence (OGL). 

Some materials are protected under different licensing arrangements, particularly when they involve sensitive information, creative works or third-party rights. In these cases, users may need to obtain specific permissions before reusing the content.

Departmental or bespoke licences

Certain departments or agencies issue their own licences for materials that fall outside the scope of the OGL. 

These departmental or bespoke licences often apply to works containing confidential information, national security data or materials created in partnership with other organisations. They may include additional restrictions on how the content can be used, shared or adapted and, in some cases, departments also use collective management organisations—such as the Copyright Licensing Agency—to handle permissions and licensing requests on their behalf.

Managing third-party and contractor content

Many government projects involve external contributors, such as photographers, writers or contractors. When third parties create or supply materials, copyright usually remains with the creator unless it’s formally transferred to the Crown, meaning those assets cannot automatically be used under the OGL. 

Managing these rights effectively is crucial in avoiding infringement and ensuring all content is properly cleared for reuse.

How Digital Asset Management supports licensing compliance

Digital Asset Management (DAM) systems play an increasingly important role in helping organisations manage copyright and licensing obligations effectively. 

DAM systems ensure structure, transparency and control is included within the digital asset lifecycle, and this will support strong governance and reduce the risk of unauthorised use. 

Digital Asset Management provides the framework to ensure that every image, video or document is properly licensed, attributed and used appropriately.

Attaching and tracking licence metadata

A key feature of DAM platforms is the ability to store and track detailed licensing information. 

For each asset, users can record the licence type, usage terms and attribution requirements, as well as expiry or renewal dates. This information remains visible to everyone accessing the asset, ensuring everyone can understand how and where it can be used. 

By attaching licence data directly to the asset, DAM Managers can maintain a transparent record of ownership and compliance, helping to prevent accidental misuse or unauthorised distribution.

Workflows, versioning and expiry management

Effective DAM workflows ensure that licensed assets move through proper approval stages before use or publication. 

Automated reminders can alert teams when licences are due to expire, prompting the DAM Manager to secure an extended license or commission the creation of new content. Version control features also allow DAM Managers to track how an asset has been modified over time and identify which versions are cleared for continued use. 

These tools provide a safeguard against expired, restricted or misattributed content being reused—creating a consistent and auditable approach to licensing governance across the organisation.

ResourceSpace is trusted by a number of public sector and government organisations in the UK and around the world, streamlining their Digital Asset Management within a central, integrated hub that supports licensing, governance and access permissions.

To find out more about why ResourceSpace is an essential tool for the public sector, get in touch with the team today, or book your free 30-minute DAM demo below.