Navigating rights and usage in audiovisual donations: Legal, ethical and practical strategies for archives

The acceptance and management of donated audiovisual materials present archives with complex legal, ethical and operational challenges, particularly in collections with layered rights histories such as news footage, independent documentaries and community-produced media. Emerging technologies like artificial intelligence amplify concerns about misappropriation, distortion and unauthorised reuse. This paper presents best practices for negotiating rights agreements, addressing cultural and ethical considerations and developing workflows that ensure clarity, sustainability and responsible access. It provides actionable strategies for archives and digital media professionals, including practical tools, model templates and a case study demonstrating how clear policies and strong donor relationships enhance access, trust and institutional resilience. This article is also included in The Business & Management Collection which can be accessed at https://hstalks.com/business/.