Are you violating copyright when you use standards? It's time to check!
Last updated:
March 23, 2026
Standards are agreements about a product, process, service or test method. Did you know that standards are also protected by copyright? If you purchase a standard, you have the right to read that standard – meaning you may view, download and print it – but you don't have the right to share it with colleagues, and definitely not with suppliers or customers. What is and isn't allowed, and where does the grey zone begin? We're happy to shed some light on the matter.
A practical example: imagine you work in a large organisation. You need to consult a specific standard and you submit a request to the purchasing manager. The purchasing manager handles the request and provides you with the watermarked standard in your name. A few days later, your colleague requests access to the same standard. In the interest of speed, the purchasing manager provides your colleague with the standard that was originally purchased for you. That might sound logical; after all, the standard was purchased with company resources. However, the standard was ordered specifically for you.
This situation might seem harmless enough, but if your organisation is subject to an audit, it could result in your certification being revoked. And the consequences of that can be far-reaching: from failing to meet requirements to having to cease collaboration with some of your customer base, not to mention the potential reputational damage.
On the other hand, some organisations are extra careful when purchasing standards. However, decentralised standards management can increase costs and there's no overview of who has access to which standards within the organisation. Out of an abundance of caution, some organisations end up preferring to purchase one too many standards rather than too few.
Another example we encounter in practice: you are working with the most recent version of the standard, while another colleague is using an older version. Red flags already show in your exchanges; communication is strained and it's hard to reach agreement. Here too, the consequences can be serious; the product or service you're working on doesn't meet internal quality standards, meaning you can't sell it.
These are just two examples where NBN's standards platform offers a solution – by centralising purchasing, you give employees and colleagues access to the latest version of NBN standards via a single platform. What's more, we're happy to help you make sure your organisation operates in a copyright-compliant way.
Yes. Just like books, software, and other creative works, standards are protected by copyright. This means that the content (text, tables, illustrations) is the property of the standards organization and may not be copied or distributed without permission.
Generally speaking, no. A standard purchase from the NBN shop is for "single use." This means that the standard is linked to the specific person making the purchase. The standard often includes a watermark with your contact information. Forwarding the PDF file to a colleague constitutes a copyright infringement.
No. Although the license was purchased using company funds, an individual purchase is limited to a single user. If a colleague also needs access, an additional license must be purchased, or a shared platform can be used.
No, this is not permitted. By posting a standard on the intranet, you are making it accessible to multiple people, which violates the "single-use" license.
The consequences can be significant:
Certification: During an audit, a certificate (such as ISO 9001) may be revoked if it is found that unauthorized copies are being used.
Commercial: Losing bids or ending partnerships with clients.
Legal: Financial penalties and claims for intellectual property infringement.
Quality: There is a risk that different colleagues will be working with different (outdated) versions, which could lead to errors in production or service delivery.
Reproducing short excerpts in internal working documents, such as a specific manual or procedure for internal use, is generally permitted. However, reproducing the standard in its entirety is not permitted.
The best solution for this is to use a standards platform (such as the NBN platform). With a subscription, the entire organisation gains legal and centralized access to the most recent versions of the required standards.
Although some laws refer to standards, the standards themselves remain the result of private-sector investment and expertise. The sale of standards funds the development of new standards and the administration of the standardization system.
Still have questions about copyright and purchasing standards? Get in touch and we'll be happy to help you figure out which solution works for you.
