It seems easy. Just download a font and use it, right? Well, not necessarily.
It is easy to quickly download a font and utilize it without giving the process much thought, but that’s the problem. Forgetting or not understanding user license agreements or utilizing fonts incorrectly can lead to font copyright lawsuits. Many organizations are at risk due to font misuse, but your organization doesn’t have to be one of them.
Here’s how to reduce your chances of getting sued:
1. License fonts for their appropriate usage
Using desktop fonts as web fonts without purchasing a proper web license can place you at risk. Even using some open-source fonts for commercial projects without purchasing an appropriate license can get you in trouble.
Reduce the risk
Your organization can reduce the risk by implementing font management software that tracks usage and keeps everyone in sync, but it is crucial that a font purchase policy is implemented, reviewed, and followed. If everyone knows the policy, they are less likely to make risky purchasers or use fonts incorrectly.
2. Understand font EULAs
EULA stands for End User License Agreement. You agree to this when licensing a font, but do you understand it? Fonts are licensed entities just like any software. When you install most software, you get a window that displays the EULA that you must agree to that covers the software. EULA’s aren’t exactly the easiest things to read so many designers don’t read them thoroughly or don’t read them at all. EULAs vary by foundry and can vary based on types of use that you’ve selected during the process. Do you want to use the font on the web? In a logo? Embedded into a mobile application? All of these uses are likely to incur extra costs and there may be specific language regarding usage in the EULA that was overlooked.
Reduce the risk
According to Exensis’s Font Compliance Survey, close to 80% of designers don’t regularly read EULAs. So, spending time reading the fine print is the first step to understanding how you can utilize your font purchases. Unfortunately, even after reading EULAs, 78% of designers are still confused about the EULA terms. If anything in the EULA is not clear, contact the foundry for clarification.
3. Transfer fonts properly
Once you have gone through the proper purchasing and licensing process, you need to understand if and how fonts can be moved around your office. How many users can install the fonts? Can they be transferred to a printer for output? Can they be installed on a web server? Etc.
Reduce the risk
Fonts purchased for use in the office should stay at the office. Your team may feel the need to explore new fonts while at home for business use. That being said, your team should always get appropriate licensing for corporate use before any new fonts are brought into your office.
4. Create Comps with Licensed Fonts
Approximately 32% of designers surveyed admitted to “locating” a copy of a font online for use in the comping process. It’s understandable that designers may not want to purchase a font before it is selected by a client for use. Some type foundries are offering new options for users to test fonts in comps prior to purchase, but this varies by foundry and technology.
Reduce the risk
Setup a thorough examination process before new fonts are brought into your team’s workflow. You must understand what you can and can’t do, and protect yourself by limiting the exposure of fonts use pre-licensing for comps. A thorough font purchase process and implementation of a font server can help save your bacon.
5. Do not assume your team knows your licensing policies
57% of those surveyed said that their employer didn’t have a clear policy for licensing fonts and integrating them into the workflow. This can and has led to font copyright lawsuits because designers can make assumptions.
Reduce the risk
Once you’ve got licensing under control, you need to track your purchases. This is where an effective font management strategy that includes a font server can help keep your licensed terms paired with the fonts themselves.
So, when you develop your internal policies, be sure that everyone on the creative team understands them and that you train new team members quickly.
Careful planning and communication can help keep you and your team safe. It just requires some time that can greatly reduce your risk of a font copyright lawsuit.
Want to get more information on font management strategies that can help keep your team safe? Download our free Server-Based Font Management Best Practices Guide.
- How to organize fonts for your team’s workflow
- Create a font licensing strategy
- Assess your font needs
- Avoid costly font copyright issues, and more.
Download your best practices guide today and get on the road to font management success.
August 31st, 2016 by Extensis
Michael Shavalier, Director of Creative Operations joins us on September 14th for a live webcast to share SANDOW’s font management success story.
During a recent interview Michael talked about the critical role font management plays at SANDOW, and how finding the right font management solution has helped him and his team improve their efficiency and productivity.
Join us live on Wednesday, September 14th, 10:00 a.m. Pacific; 1:00 p.m. Eastern, where he delves deeper and shares best practices he used from planning to implementation.
Michael will talk about
- the importance of brand consistency and font license compliance
- challenges that led to the need for a font management solution
- the most critical components to SANDOW in a font management solution
- learnings in preparing for and implementing a font manager
- SANDOW’s continuing journey with font management
Michael will be available for a live Q&A session after the webcast. After the webcast a recording will be emailed to everyone that registers.
To register, please follow this link.
Hope you can join us!
August 17th, 2016 by Jim Kidwell
Learn font distribution best practices so you don’t get caught in a font licensing conundrum
Think of font distribution as a process. Not only does it keep your fonts organized and efficiently distributed, it also helps you maintain the appropriate number of font licenses by helping track which fonts are authorized, purchased, shared (with appropriate team members), and reviewed.
A proper font distribution process helps in many areas:
- Time and money spent. Incorrect font usage can cause unnecessary misprints from text reflows and require reprints that waste time and money.
- Tracking issues. Without a proper font distribution process, your team has little (if any) insight into which fonts are being used. Some fonts may be underutilized which can result in purchasing more font licenses than needed. Proper tracking and reporting give you a meaningful way to make future font purchase decisions.
- Unhappy employees. Confusion and frustration reign when your design team can’t find the fonts they need when they need them. Life is easier when a process is in place that allows them to find what they are looking for.
- Legal concerns regarding font licensing. Without a controlled distribution and system of font access, unlicensed fonts can gain easy access into your organization or even worse, custom fonts could be released into the wild. All of which could potentially lead to a lawsuit.
Read on to learn font distribution basics and best practices to help alleviate these potential problems.
Five Font Distribution Best Practices
1. Decide how you want to organize your font collection
We recommend organizing your teams by workgroups. Workgroups are groups of fonts and users. Basically, you give a specific number of users access to specific fonts. Below are three common methods to choose from.
User Type: user types may vary, but we commonly hear about editorial, design, and production user types. These different groups have different needs and will use fonts for different reasons so it makes sense for some organizations to divide their font teams by user type.
Client: Every client is unique and so are the fonts they are using. For example, Times New Roman was built specifically for the Times of London. Companies want a specific brand identity and they can do this by creating and commissioning their own typeface, or selecting groups of fonts that most effectively represent their brand.
Project: Just like each client is unique, so is each project. However, since projects don’t have to be client specific, sometimes grouping by project makes more sense.
2. Set up compliance using permissions
One of the easiest ways to be compliant and avoid piracy issues is to set up user permissions. Instead of a whole department or company having access to certain fonts, only people who need rights to particular fonts have permission to use them. Permissions ensure your company is following branding guidelines and avoiding even inadvertent piracy because users can only use approved and/or purchased fonts that they have access to.
3. Choose roles
Who is going to be choosing, purchasing, and uploading fonts into your system? Is it your Lead Graphic Designer? Is it someone in your IT department? Having a key person who is in charge of this process helps you avoid a guessing game that can lead to problems.
4. Keep record of your font licenses and track usage
When you’re managing the distribution of your fonts, you can gain a level of control over font compliance. You have direct access into who has access to your fonts, and how many users are activating them. This helps ensure you have the right number of licenses for your actual usage and lets you make improved future font purchasing decisions – remember when we discussed saving time and money? This is your ticket to doing just that. Keeping track of all this can be a huge challenge, but font management software can help you.
5. Pick the right enterprise font management software:
Having reliable, robust font management software to save time, money, and maintain license compliance is key to making font distribution possible and successful. Look for a solution that has a dashboard allowing you to easily compare fonts side by side. Check for the ability to search for a font by specific type and set up user permissions by workgroups. Make sure reports are available so you are able to see if more font licenses need to be purchased or scaled back for future use.
What does your font distribution process look like? Let us know in the comments section.
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Why use a digital asset manager? It saves time and money, giving you a great return on investment (ROI). Learn more about locating, reusing and sharing your assets—Check out our handy dandy infographic to find out how much DAM can save you.
Design Rules: Change Your Perception of Design Restrictions
Hate to burst your creative bubble, but in reality, much of the design process is about following rules. From layout grids to brand guidelines, obeying standards is part of the art. While boundaries can feel obtrusive they can also push us to be more creative problem solvers. The world’s most innovative designers use constraints to their advantage, driving them to push the line.
This blog post is dedicated to helping you see project restrictions and requirements as creative obstacles. Starting with a blank canvas can be overwhelming, so lets celebrate the beauty of rules and standards.