Church Copyright Guidelines and Security Protocols: How to protect your church in a digital world
Editor’s note:
This article is part two of three that offers church communication strategies specifically for small congregations. While the focus is on small churches, all churches will find the strategies presented helpful for their ministry.
Written by Jessica Marston,
CCK Communication Specialist.
With the digital world expanding and overlapping with church ministry, churches need to be more careful than ever before about copyright infringement. Churches are not immune to copyright infringement and a non-profit status or using materials for “educational purposes” is no longer adequate protection.
When at all possible, create and use your own materials – text, graphics, photographs – and give credit to the source of your content. When using someone else’s published content, check for fair use, cite your source, and when in doubt, contact the copyright holder to get written permission to republish their work.
Not all Google search images are classified as free public domain images. Be sure to set your search filters to “Free,” “Public Domain,” or “Creative Commons” before using as PowerPoint backdrops, article graphics, or cover art.
Given the world we live in, and given that churches should be a sanctuary for all, churches need written policies about publishing photographs on your church website and social media pages. Every church should get a signed photo release form from members before publishing photos. This is a must for children and is highly encouraged for adults too. We don’t know what a person’s home or family life is like and there may be a reason their photo should not be published publicly.
Live streaming has revolutionized worship. When live streaming, be sure to purchase the CCLI License for live streaming and pay attention to the reporting process for songs covered under this licensing agreement.
When it comes to your digital content and the software programs you use, be sure to use strong, secure passwords and then log-in from password protected WiFi networks. Your church office should maintain a master list of all log-in information in a secure location as back-up. These passwords should be changed regularly especially with changeover in staff and/or church leadership.
Each program should also have a minimum of three admins from different families assigned (maximum of six people). This provides an internal counterbalance so that content reflects the views and beliefs of the church as a whole and not one individual. It also ensures that you will not lose access to your accounts when someone moves, dies, or otherwise leaves the church.
Just as important as the software you use is your hardware (ie. computer, camera, microphone.) Keep a master inventory list of all assets with date of purchase, cost/value, serial/model numbers. If permanently installed, note where it is located. If mobile, record where it is stored when not in use, and if it is checked-out to specific staff members, who has it. In some cases, a picture of the item in question may be appropriate.
For items that are mobile or not permanently installed, consider a high-end, lockable fireproof, waterproof, shockproof storage case to protect your investment. You may even consider storing these storage cases in a locked closet or cabinet and limiting who has the key to that storage room or cabinet for added security.
When it comes to hardware remember that most technology has a three-to-five-year life span. Your church should plan for this by setting aside funds needed to upgrade and/or replace hardware regularly in addition to keeping your software application(s) up to date.