MEDEV

School of Medical Sciences Education Development

Wherever the organisation keeps its policies and disclaimers we strongly recommend that you add (or update, if necessary) a 'take down' policy (what you will do if someone contacts you with a concern about a possible IPR/copyright or consent infringement) stating: 

• What the copyright policy (ownership and licencing) is
• What the human consent policy is
• That staff are aware of the need for copyright legislation compliance
• That training is available to staff
• If anyone has any concerns about the copyright or consent status of any element appearing in any product of the xxx organisation then they should contact the organisation at [give a full written contact address, phone number and valid email address] citing precise details of where the resource appears, and the nature of their concern, and the organisation will take down the item from the location cited by the complainant within [10] days, pending an investigation. 
• The organisation reserves the right to reinstate the item if, following investigation, the complaint is not upheld.
• The organisation reserves the right to describe any resources which have been 'taken down' in order to assist others to cease using them.

Of course you may not be able to 'take down' every copy which has been made of the resources, so you should seek to inform others that resources have been 'taken down', and so this forms part of 'reasonable and fair' and 'due diligence'. 

If you publicise and follow a take-down policy and the organisation dramatically reduces its potential liability from copyright and consent infringement. If your institution is dragging it's heels then you can still have a local one - be sure to state what it does and doesn't cover.

The Strategic Content Alliance has produced a useful PDF template available to download, and Web2Rights has a comprehensive notice and take down template also.