Identify the asset precisely
Separate the design files, physical mould, test samples and product photographs. Each can have a different creator, custodian and permitted use. Give the mould and associated CAD files a version identifier, and record the size range and cavities covered. A general statement that a design is 'ours' does not identify the controlled items.
If an archive model is being adapted, check the rights attached to the original tooling before promising exclusivity. A new colour or compound does not automatically create an exclusive shape. Document what is reused, what is newly developed and what can be shown publicly.
Agree access and permitted use
Write down who stores the physical tool and who can authorize a production run. Address subcontractors, sample makers and any transfer to another facility. A private customer portal or expiring product-manual link can limit casual viewing, but a link is only one control; operational permission still needs a documented rule.
Record whether the supplier may display the design in a public catalogue, trade show or portfolio. If the answer is no, the photo workflow should exclude it as well as the drawing workflow. A clear access list is more practical than relying on one person to remember a verbal instruction.
Set change and exit conditions
Require approval for geometry changes, new sizes, repairs that affect the part and changes of custody. Maintain an inspection and revision log so production samples can be tied to the current tool. Agree who pays for maintenance, who can request a transfer and what happens if the project pauses.
The contract should also address what records the customer receives: CAD format, drawings, mould inventory, sample approvals and process notes. Terms vary by project and jurisdiction; the parties should obtain appropriate legal review for the actual agreement. This article identifies commercial questions rather than prescribing legal wording.
Make the private catalogue usable
For customer review, show only authorised products, clear model labels and the approved level of detail. A private manual should distinguish existing shared references from customer-specific moulds. Grant links to named recipients where possible, use expiration and revocation, and keep an access record.
Before sending the first catalogue, check every image and downloadable file. A public thumbnail, social post or search index entry can disclose a design even if the detailed page is private. A controlled process protects both the relationship and the accuracy of the development archive.
Put the thinking to work.
Turn your application and priorities into a project brief.