Sustainability of Intellectual Property in a For Purpose-Driven Organisation
Purpose-driven organisations, like community groups and non-profits, need to look after their intellectual property (IP) to safeguard and make the most of their knowledge, innovations, and resources that help them achieve their mission.
By following good practices for managing IP, organisations can maintain control over these assets while ensuring they align with their long-term goals.
Here are some key ways to sustainably manage IP:
1. Create an IP Strategy
It’s important to develop a clear IP management plan. This should cover what your organisation considers to be IP, who owns it, and how it should be used. This is especially important when working with outside partners, volunteers, or contractors. Things like logos, written work, and new ideas should be protected through trademarks, copyrights, or patents to avoid conflicts down the line.
Why it matters:
o Keeps control of valuable assets
o Ensures innovations are used for the organisation’s mission
2. Include IP Policies in Contracts
Make sure contracts with staff, volunteers, or contractors include clauses about IP. These should explain who owns what, especially if new ideas or materials are created while working with your organisation. Provide ongoing training to your staff and volunteers about how to handle IP properly.
Why it matters:
o Protects IP rights
o Reduces the risk of disputes over ownership
3. Promote Knowledge Sharing, Documentation, and Succession Planning
While it’s crucial to protect your intellectual property (IP), sharing knowledge within your organisation is equally important.
Documenting key processes, innovations, and contributions in secure systems like Google Drive or SharePoint helps ensure that valuable knowledge remains accessible even when key personnel move on.
Planning for the departure of essential team members is also vital. By documenting their expertise and implementing mentoring programs, you can facilitate the transfer of critical knowledge, safeguarding your organization’s IP and continuity, even when key individuals leave.
Sustainability Tip:
o Use mentoring and peer training to help pass on important knowledge, ensuring continuity.
o Write up detailed process documents, manuals, and guidelines, so key knowledge stays within the organisation
4. Set Up Collaborative IP Agreements with Partners
When working with other organisations or funders, formal agreements are essential. These should outline who owns any IP that’s developed together and how it can be used. This helps keep control of shared IP and makes sure partnerships align with long-term goals.
Sustainability Tip:
o Get legal advice to ensure your agreements support sustainable IP management.
5. Protect Your Digital and Tech Assets
Make sure your digital IP, like websites, software, or databases, are secure. Use strong cybersecurity measures such as encryption and access control. Regular audits will help ensure your digital assets are properly licensed and protected.
Why it matters:
o Prevents unauthorised use or theft.
o Ensures you comply with licensing rules.
6. Safeguard Your Brand
Register your organisation’s name, logo, and slogan with the New Zealand Intellectual Property Office (IPONZ). Keep an eye out for unauthorised use and establish clear guidelines for how your brand is used by others.
Sustainability Tip:
o Keep a record of trademark registrations and renewals so you can act quickly if needed.
7. Keep Legal and Practical Documentation Up to Date
Ensure that your organisation’s legal documents, such as your trust deed or constitution, are current and meet regulatory requirements. Also, make sure your bank signatories, contracts, and operational tools like spare keys and security passwords are well-organised and accessible.
8. Maintain Key Relationships
Keep a record of your key contacts, including funders, stakeholders, and other important supporters, so the organisation continues to thrive even as people come and go.
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Conclusion
By managing IP in a sustainable way, purpose-driven organisations can safeguard their valuable innovations and knowledge.
A good IP strategy, combined with solid digital protection, knowledge sharing, and strong legal foundations, ensures that your organisation’s work continues to make a lasting difference.