Access & Use

INLS 525: Managing Electronic Records
Week 14 (4/16)

Planning

• CTG "Opening Gateways"
• Use cases (IIPC)
• Example worksheet

CTG "Opening Gateways"

• Preliminary Program Description
• Profile of Characteristics
  • Users, uses, suppliers, and content
  • Organizational structure & context of the access program
• Diagnostic Tool (how flexible can you be?)
• Program Design Tool
  • Custodial
  • Distributed
  • Combined
• Cost Estimation Tool

3 Questions

1. What are you providing access to?
2. What do your users need or expect?
3. What can you actually do?

Issues

• Record Format
• Description & Discovery (discussed last week)
• Request Management
• Delivery
• Security
• Copyright
• Customer Service & Support

Born-Digital in ARL: Access Challenges

• Sensitivity of materials
  • Copyright & Intellectual Property
  • Privacy/Personally Identifiable Information
• Lack of IT infrastructure
  • User interface
  • Integrating multiple systems
  • Big files
• Arrangement & Description
  • Policies
  • Processes
  • Tools

Why Restrictions?

1. Loss
2. Copyright
3. Privilege

Donor Fears

• The Unknown
• Misrepresentation

User Identification

Degrees of Restriction

1. Local access only computer w/o copying
2. Remote access w/o (perfect) copying
3. Controlled access w/ download limit controls
4. Free copying

Copyright

• Fair Use?
• Indemnification
  • Licensing in Donor/Transfer Agreements?
  • Researcher Use Agreements?
• Digital Rights Management (DRM) ... is an arms race.

Some Future Use Projections

• Parallel moves toward & away from item-level focus
• More macro-level tools & methods
  • Federated search
  • Data mining in large data sets
  • Network analyses
• Visualizations (e.g.: Email & Twitter)
• Access at point of interest (mobile computing)
• Computer-supported redaction

Scenarios

• Files & Folders
  • Email
  • Local Media
  • Local Computer Station (e.g. Duke, Emory, British Library)
  • Webserver (e.g. Bentley)
  • Existing Document Management Systems
  • 3rd Party Systems
• Email
• Applications
• Websites
• Social Media
  • Web capture (e.g. Archive-It)
  • API capture (e.g. ThinkUp)