Yes, you should keep records for any copyrighted materials you use. In case of potential accusations of copyright infringement, it is a good idea to keep records indicating the material you used, the source of the material, and how you cleared copyright (see "Keep Copyright in Mind" for a list of clearance methods for using copyrighted materials in a course, but note that those methods do not always apply for materials uploaded to a website that is not password-protected). We’ve created a sample record-keeping spreadsheet for your use.
Records for copyrighted material should be retained for at least 7 years beyond:
- the beginning date of offer of a course in which they are used (e.g., September 2020),
- the last date of use of the copyrighted material (e.g., November 2020), and
- the end date of the terms of use within the agreement with the copyright holder (e.g., December 2020).
Given that these dates will likely differ from each other, keep your records for at least 7 years beyond the most recent date (in the case of the example above, this would mean December 2020).
