4. Access

This workflow describes the process of making content easy to find and accessible for users. The ‘Levels of Born-Digital Access‘ by DLF Born-Digital Access Working Group is also a useful tool for planning access. If there are any terms that you are unfamiliar with on this page, please refer to the glossary for the most common terms used in digital preservation.

4.1 Understand restrictions

  • In step 1.2 you should have captured any Intellectual Property Rights about the content. This will determine what users can or cannot do with the content and where they can view it.
  • In step 1.2 and step 2.6 you may have captured other access restrictions including sensitive and personal information. This will also determine how the content can be accessed.
  • The Levels of Born-Digital Access recommends using terms such as ‘Closed’, ‘Open’, ‘Conditional Access’ or ‘Sensitive’.
  • Redaction may be needed before access is provided to users (see guidance below).

Software

Further guidance

4.2 Make catalogues discoverable

  • Make your catalogue easy to find and access online (e.g. online catalogue).
  • The catalogue should include access arrangements and restrictions.
  • If you do not have an online catalogue then consider using Manage Your Collections or Archives Hub.
  • At this point it simply could be a collection level catalogue.
  • Also think about taking part in the Accessions to Repositories survey.

Catalogue portals

Further guidance

4.3 Create access copies

  • You may wish to create access copies of the content.
  • This can include converting the content to a different file format to reduce their size (e.g. MP3 for audio content, JPG for images) and/or to make the content more accessible because free viewers are available (e.g. PDF).
  • Some archives create access copies during step 2 (Ingest) or step 3.5 (Monitor content).
  • Alternatively, you may decide to only create access copies when someone requests access.

Software

Further guidance

4.4 Create methods of access

  • Ideally, you want a web interface which enables users to access both the catalogue and the content online. Although some content may have to be viewed onsite due to Intellectual Property Restrictions or access restrictions (see step 4.1).
  • If you have a collection management system or online catalogue they may allow you to provide access to content such as images, audio-visual and PDFs.
  • However, in practice many archives will have to develop practical interim solutions. These may include:
    • Providing access to the content at a dedicated secure PC with viewing software (see further guidance below) at the archive.
    • If no restrictions apply, sending (via portable media or a download) users a copy of the content and any supporting documentation – either in its original format or as access copies.

Software

Further guidance