HSM IP’s Green Plea for World Intellectual Property Day 2020

Sunday, 26 April 2020 marks the 20^th World Intellectual Property (IP) Day, with the theme this year being “Innovate for a Green Future”.  

Every IP practitioner will, at one time or another, experience the administrative burden of preparing, executing, collating and authenticating original documentation in carrying out their role. Despite the growing trend in commerce and industry to paper-free working, many intellectual property offices still rely on the provision of original documents. This is particularly true in the Caribbean, where it is relatively rare for IP offices to accept electronic documents in support of trade mark matters.

The Cayman Islands is leading the way in being one of several IP offices in the Caribbean to operate on a mostly paper-free basis and allow electronic filings. All trade mark processes, from applications to the payment of annual maintenance fees, are carried out electronically, and require no original documentation. Furthermore, the IP Gazette is published online. Operating in this way offers many benefits to both IP practitioners and clients alike, making it easier to ensure records on the Cayman Register are up-to-date at all times.

The current and ongoing disruption caused by the COVID-19 pandemic has thrown the benefits of operating on a paper-free basis into sharp relief. Caribbean intellectual property offices have had to adjust to working without the provision of original documents on a temporary basis, at least. A paper-free process makes the registration and maintenance of trade marks more attractive to brand owners, reducing costs and having a positive impact on carbon emissions.

HSM IP is working hard at this time to encourage IP offices and registries in the Caribbean to accept paperless applications, with the view that one positive outcome of this difficult time may be that IP offices and registries still reliant on hard copy documents evaluate the necessity of such documents going forward.

While a pandemic is an incredibly rare occurrence, the geographical location of the Caribbean renders it vulnerable to hurricanes, earthquakes and other natural disasters that can create difficulties for businesses operating under paper-based systems. Shifting to electronic, paper-free practices is beneficial to IP offices and brand owners alike, helping to ensure records may be more easily preserved and protected.

In the meantime, there are a number of positive steps businesses may take to become paper-free, such as:

• engaging a document maintenance system that enables paper-free storage of documentation
• encouraging contacts to operate on a paper-free/scanned document basis
• evaluating the need to keep paper documents against the related costs and practicalities – space in many offices is often at a premium
• working where possible with paper-free suppliers

We at HSM IP have found that adopting a largely paper-free working environment beneficial to the smooth running of our IP practice. We are committed to encouraging more Caribbean IP offices to adopt this approach for the benefit of both the environment and brand owners.

To all our clients and colleagues, we wish a very happy, safe and healthy World Intellectual Property (IP) Day 2020!