Your options depend on how many publications your business uses and how many employees need them.
- Route it. If only a few employees need the publication, route it around the office for employees to read but not copy--but be aware that this method often results in slow delivery or lost newsletters.
- Circulate tables of contents. It's legal to copy the table of contents, so do that and then keep the publications in a central location so anyone who wants to read a given article can do so.
- Buy multiple subscriptions. It may be worth the money to make sure certain employees receive every issue.
- License photocopy rights. If you need only one or two publications, contact the publisher directly about buying a license to copy as many articles as you need. For broader rights, a rights clearing service such as the Copyright Clearance Center in Danvers, Massachusetts (508-750-8400) can sell you the right to copy from thousands of publications. The cost depends on the nature and size of your business. For example, a retail business with fewer than 80 employees can obtain a license to copy from more than 9,000 publications, for internal use only, for about $550 per year--plus a first-year start-up fee.
It may seem picky for newsletter publishers to file lawsuits over the photocopies in someone's file, but just like you, they're trying to earn a reasonable profit for their efforts.
Frost & Jacobs LLP, 2500 PNC Ctr., 201 E. 5th St., Cincinnati, OH 45202, (513) 651-6159