Tracking intellectual property for both your own and client work is essential to protecting your rights and avoiding infringement. Designers generate IP daily, including logos, illustrations, UI systems, and animations. Without clear records of ownership, licenses, and assignments, you risk financial loss and potential disputes or infringement claims. An IP worksheet serves as a dynamic tool to track ownership, licenses, expirations, and gaps across all projects. The following outlines how to create and use one effectively.

Creative projects often combine assets with varying IP implications, such as original work, stock photos, licensed fonts, client materials, and AI-generated elements. Each asset type involves distinct IP rights, restrictions, and risks.

Common mistakes I see:

• Assuming payment means you transferred copyright (it doesn't, without a written agreement)

• Using fonts beyond their license scope (desktop vs. web vs. app)

• Forgetting that stock subscriptions expire—and so do your usage rights

• Not retaining portfolio rights and getting a licence to the work you’re assigning to a client before signing the assignment.

An IP worksheet helps designers identify and resolve potential IP issues early, preventing common mistakes from escalating into legal or financial problems.

Five IP Types to Track

Label each asset in your worksheet with these categories:

© Copyright — Protects your expressions (illustrations, code, designs). Automatic upon creation, but registration strengthens enforcement. In Canada: life plus 70 years.

™ Trademark — Protects brand identifiers (logos, names, slogans). Requires registration for full protection. Renew every 10 years.

ID Industrial Design — Protects product appearance (packaging, GUIs). File within 12 months of public disclosure. Lasts up to 15 years.

Pat Patent — Protects inventions and novel processes. Requires filing before disclosure.

TS Trade Secret — Protects confidential methods via NDAs. Lost forever if disclosed without protection.

Key distinction: Ideas are not protectable; only their fixed expression is. A concept is not protected by IP until it is sketched, written, or built.

License vs. Assignment of IP

This distinction between assignments and licenses is a common source of disputes.  You may not realize if you have an assignment of the IP or weather it is just a licence.  With an assignment, you transfer ownership completely. The client owns it; you don't.  With a licence, you grant limited use. You still own it; they can use it within defined terms (time, territory, media).

For client work, these distinctions affect pricing. For example, a logo licensed for North American web use is valued lower than a worldwide perpetual assignment. Adjust your pricing accordingly.

For third-party assets, carefully review the licensing terms to determine whether they cover the client's intended uses, such as the number of users, permitted platforms, and applicable media.

This impacts pricing. A logo licensed for North American web use is valued less than a worldwide perpetual assignment. Price accordingly and document the agreed terms.

Third-Party IP Clearances

Every asset you use that you did not create requires proper clearance. For example, confirm whether a font is licensed for the client's entire team or only your workstation, and whether a stock photo license covers web, print, or both.

Before delivery, verify:

• Font licenses match client's actual use (desktop, web, app, user count)

• Stock image terms cover intended media and territory.

• According to AP News, a group of Canadian news publishers has filed a lawsuit against OpenAI over the use of their content to train AI systems, highlighting the importance of ensuring that all client-provided materials—such as model, photography, fonts, stock images, and location releases—have clear provenance and appropriate licensing where needed.

Your worksheet should track each third-party asset, its source, license scope, and expiration date. When subscriptions lapse, usage rights may also expire. Flag these for your clients.

Worksheet Structure

Below is a summary of the recommended seven columns for structuring your IP worksheet:

Example Row

For a client logo project, a sample worksheet row might include:

- Asset name (e.g., 'Client Logo')

- Relevant IP type (such as © Copyright and ™ Trademark)

- Description of the asset (for instance, 'Custom-designed logo for Client X')

- Ownership details (specifying whether the designer or client retains rights)

- License or assignment terms (indicating whether usage is licensed or fully assigned, along with time, territory, and media restrictions)

- Source or creation date

- Current status regarding renewals or expirations

- Additional notes (such as whether a trademark search has been completed or if third-party assets are incorporated)

Asset Categories

Group your assets into the following categories. Most projects will involve several of these:

1. Brand Identity (™ ©) — Logos, wordmarks, slogans. Search CIPO before finalizing.

2. Typography (©) — Licensed fonts. Note scope: desktop, web, app, number of users.

3. Photography (©) — Stock and original. Track subscription expiries and obtain model releases.

4. Illustrations & Graphics (©) — Include AI-generated work; note tool terms.

5. UI/UX Systems (© TS) — Figma files, design systems. Protect with NDAs.

6. Video & Motion (©) — Animations, reels. Licenses often limit platforms.

7. Clearances — Model releases, location permits. No IP type, but essential.

What Designers Often Miss About IP

AI-Generated Content

When using AI tools such as Midjourney, DALL-E, or Firefly, review each platform's terms of service, as ownership rights vary depending on the provider’s policies and the degree of human input involved. For further guidance, consult resources from organizations like the Copyright Alliance (see Copyright Alliance Basics below). Notably, current legal frameworks in many jurisdictions, including Canada and the United States, typically require a human author for copyright protection. Accordingly, works generated entirely by AI, without sufficient human creativity or intervention, may not qualify for copyright registration. To clarify rights and maintain proper documentation, record the prompt, tool version, as well as any substantive human input or post-processing in your IP worksheet. Share this information with clients to ensure transparency regarding AI use in your creative process.

Stock Expirations

When subscriptions expire, some usage rights may also end. Track expiration dates and notify clients if renewal is required for continued use.

At the start of a project, list all assets you plan to create and all third-party materials you intend to use. To ensure thoroughness, follow this checklist: (1) Identify original and external assets; (2) Verify ownership and license status for each; (3) Flag items needing clearance or additional permissions; (4) Document any restrictions or required steps before using these materials.

According to the Canadian Intellectual Property Office, as you finalize your creative assets, make sure to update ownership and license details and keep a record of any AI tools used.

At handoff, review the completed worksheet with your client. Document which rights transfer, which you retain, and which third-party licenses the client will manage. Highlight renewal dates and client responsibilities.

Audit active projects for expiring licenses and trademarks that require renewal on an annual basis.

If you find someone using your work without permission, consult your IP worksheet to confirm your rights or check if they have expired.

To put this guidance into practice, begin by cataloging all original and third-party assets for each project in an IP worksheet. For each asset, document its ownership, type of intellectual property, licensing or assignment terms, and relevant expiration dates or renewals. Use the worksheet to verify that all rights and usage permissions are current and to identify areas needing additional clearance. Regularly update the worksheet as assets are created or licensing terms change. Review and share the completed worksheet with your client during project handoff, highlighting any transfer of rights and upcoming renewal obligations. By following these steps, you can efficiently manage your IP portfolio, accurately set pricing, minimize infringement risks, safeguard your rights, and respond promptly to disputes.

Spending twenty minutes documenting each project can save hours of crisis management later and help prevent the loss of rights to your work.

If you would like a ready-to-use template, email me at vandana@entcounsel.com for a free basic IP worksheet.

For complex projects or assistance with registration, book a consultation at entcounsel.com.

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Resources

• CIPO Trademarks

• CIPO Industrial Designs

• Copyright Alliance Basics

Current as of January 2026.

This article is for informational purposes only and does not constitute legal advice. Current as of December 2025.