[Yale ArchivesSpace] Request for feedback: Guidelines on local access restriction types in ASpace

[Clemens, Alison]

Dear ASpace users,

The Yale Archival Management Systems Committee (YAMS) has developed draft guidelines for using the machine-actionable local access restriction types in ArchivesSpace.

The draft guidelines are available here: Local Access Restriction Types in ArchivesSpace Guidance document<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdocs.google.com%2Fdocument%2Fd%2F19D1QCE0KP1nKPKzlJ-1J8QrSOZpo59g2CbPgjnUfCAY%2Fedit%3Fusp%3Dsharing&data=02%7C01%7Calison.clemens%40yale.edu%7C11df0c6d62034b8aa3c708d6fe7c4b06%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636976207121286630&sdata=s1KU02O6XpxtpD%2Ff5zKY0T3OBiCZouFKsi9zSSk1mko%3D&reserved=0>

With this email, we request your comments and feedback on the document. We ask that you send comments to Alison Clemens (alison.clemens at yale.edu<mailto:alison.clemens at yale.edu>) and Eve Neiger (eve.neiger at yale.edu<mailto:eve.neiger at yale.edu>) by the end of the day July 26.

We note that the local access restriction types have been used in varying ways over time, and we've created these guidelines in an effort to improve consistency.

In particular, we note the following inconsistencies in use:


  *   Type 2 - Repository imposed access restriction has occasionally been used incorrectly for a) A/V, born-digital, and microfilm material that should be type 3 - Restricted fragile and b) restricted university records, which should be should be type 1 - Donor/University imposed access restriction
  *   Type 3 - Restricted fragile has occasionally been incorrectly used for materials requiring donor/curatorial permission to access, which should be type 2 - Repository imposed access restriction
  *   Type 4 - Restricted in-process has occasionally been incorrectly used for materials requiring donor/curatorial permission to access, which should be type 2 - Repository imposed access restriction
  *   Type 5 - Other has occasionally been incorrectly used for materials requiring donor/curatorial permission to access, which should be type 2 - Repository imposed access restriction

We are also proposing updating the staff interface labels for the restriction types for clarity (e.g. we propose changing the label for what's currently "2 - Repository imposed access restriction" to "2 - Repository permission required access restriction"); you'll see those proposed changes in the document.

We plan to provide more information to each of the repositories about these inconsistencies once the guidelines are finalized.

Once we've received your comments, YAMS will incorporate your feedback and create a final version of the guidance document to be distributed via this list and included in the ASpace at Yale User Manual.

With thanks for your thoughts,
Alison

Alison Clemens
Pronouns: she/her/hers
Assistant Head of Arrangement and Description
Manuscripts & Archives, Yale University Library
P.O. Box 208240
New Haven, CT 06520-8240
203-432-9029
alison.clemens at yale.edu<mailto:alison.clemens at yale.edu>
https://web.library.yale.edu/mssa

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