An editable file makes it possible to modify a result, but it does not say who may do so or for what purpose. Physical delivery, assignment of rights, a software licence and permission to transform are different decisions. They must be put in writing.
Define what ‘editable’ means
There is no universal editable format. List exactly what is delivered:
- layout file;
- image layers;
- vectors;
- video or audio by tracks;
- code project;
- template;
- fonts;
- linked resources;
- plugins;
- documentation;
- final exports.
State the application, version, operating system and dependencies. A file opened without its resources may not be reusable.
Separate file and rights
The Intellectual Property Law gives the author the exploitation rights. Article 21 treats as transformation the translation, adaptation and any other modification in form from which a different work derives. Handing over a copy of the editable file does not in itself grant all the powers of reproduction, communication or transformation.
The authorisation must identify modes of exploitation, purpose, duration, territory, exclusivity and the possibility of sublicensing where relevant. To structure it, see How to authorise the reproduction of a work.
Delimit integrity
Article 14.4 recognises the moral right to demand respect for the integrity of the work and to prevent distortions, modifications, alterations or attacks that prejudice the author’s legitimate interests or reputation. It does not turn every change into an automatic infringement: the prejudice and the circumstances matter.
Beyond the legal framework, agree which changes require consultation: proportion, colour, text, credits, cropping, rhythm, code, interaction or context.
Define the authorised use
Specify what the file is handed over for:
- correcting errors;
- adapting sizes or languages;
- updating data;
- producing new print runs;
- maintaining a website;
- preserving or migrating;
- developing new versions.
An authorisation to correct a date is not the same as permission to reinterpret. Avoid ‘for any use’ unless that is really what was agreed.
Review third-party resources
The editable file may contain fonts, images, templates, music, code or plugins that cannot be transferred. Make a list with owner, licence, licensee, use and how to replace each one.
If the recipient needs to install a font, they may need a licence of their own. See Font licences. Do not bundle resources just because the software allows it.
Prepare a master copy
Keep an approved, unchangeable, dated state. Calculate checksums for the relevant packages and keep a reference export. The master copy makes it possible to tell the delivered original apart from later changes.
Do not have the whole team work on the only existing file.
Control versions
Use consistent identifiers and a change log. Note:
- version;
- date;
- person responsible;
- files affected;
- change made;
- authorisation;
- test;
- status: draft, approved, withdrawn or published.
For code, use version control. For binary documents, keep snapshots and avoid names such as final_final_2.
Define permissions and approvals
Decide who can open, edit, approve, publish and delete. Separate technical access from editorial authority. A supplier may need access to the file without the power to alter the content.
Every public modification must be linked to an identifiable approval. Define what happens if the person authorising does not reply.
Credit and traceability
Agree how the original is credited and how an adaptation is identified. If a modification substantially changes the result, avoid presenting it as if it were exactly the version approved by the original author.
Keep the history without overwriting earlier certificates, records or credits.
Secure delivery
Deliver a package with:
- index;
- editable file;
- transferable resources;
- reference export;
- instructions;
- licences;
- checksums;
- version record;
- contact person.
Use a channel with access control and an expiry date. Confirm receipt and that the package opens before deleting temporary transfers.
Receipt and testing
The recipient should check:
- integrity of the package;
- compatibility;
- missing resources;
- broken links;
- substituted fonts;
- differences from the reference;
- ability to export the expected result.
Document the acceptance and the limitations. Receipt without testing does not show that the file is reusable.
Archive and end of the relationship
The agreement should say how long each party keeps the editable files, who maintains the licences and what later support exists. Do not promise indefinite storage.
The guide How to commission graphic design offers a framework for agreeing deliverables, revisions, rights and cancellation.
Checklist
- The editable file is defined by format and version.
- Physical delivery and assignment of rights are separate.
- The authorised use and transformations are recorded.
- The limits of integrity have been considered.
- Third-party resources are inventoried.
- There is an approved master copy.
- Versions and changes are traceable.
- Permissions and approvals are assigned.
- The package was checked on receipt.
- Preservation and closure are agreed.
Further reading
- How to commission graphic design for an art project.
- How to authorise the reproduction of a work.
- Font licences: what you can do with a font.
Sources
- BOE, Intellectual Property Law, consolidated text. Articles 14.4, 17, 21 and 43 to 48.
Status: Verified. Reviewed: 12 October 2026. General information; the specific authorisation depends on the contract, the licences and the use. If you find a mistake, write to me.