Access

DEFINITION: Organizations with a mandate to support public access to permanent government records are subject to authorized restrictions. An ISO 14721 conforming archival repository will provide consumers with trustworthy records in “disclosure free” Dissemination Information Packages (DIPs) redacted to protect, privacy, confidentiality, and other rights where appropriate, and searchable metadata that users can query to identify and retrieve records of interest to them. Production of DIPs is tracked, especially when they involve extractions, to verify their trustworthiness and to identify query trends that are used to update electronic accessibility tools to support these trends.

 
 Level 0   The archival repository has no capability to support access to electronic records in its custody.
 Level 1 The archival repository provides copies of partially conforming ISO 14721 DIPs in at least one format (e.g., digital photographs in JPEG 2000).
 Level 2 The archival repository supports access only to partially conforming ISO 14721 DIPs in two open standard technology neutral (OS/TN) formats (e.g., PDF/A, JPEG 2000, or TIFF). 
 Level 3 Level 3a: The ISO 14721 conforming archival repository produces DIPs in at least six (6) open standard technology neutral (OS/TN) formats. 

Level 3b: The conforming ISO 14721 archival repository analyzes user query trends to identify the need for updated accessibility tools. 
 Level 4

Level 4a: The conforming ISO 14721 archival repository disseminates DIPs containing records in any format that users request.

Level 4b: The conforming ISO 14721 archival repository enables redaction of electronic records with access restrictions in its custody where appropriate.

 

Resources

Resources associated with the Access Framework element assist with providing background information and useful examples that can be consulted when trying to develop best practice procedures for providing access to a repository's electronic records. 

Definition

Organizations with a mandate to support public access to permanent government records are subject to authorized restrictions. An ISO 14721 conforming archival repository will provide consumers with trustworthy records in “disclosure free” Dissemination Information Packages (DIPs) redacted to protect, privacy, confidentiality, and other rights where appropriate, and searchable metadata that users can query to identify and retrieve records of interest to them. Production of DIPs is tracked, especially when they involve extractions, to verify their trustworthiness and to identify query trends that are used to update electronic accessibility tools to support these trends.

Level 0

The archival repository has no capability to support access to electronic records in its custody.

Move to Level 1: The archives has a method for providing partially conforming DIPs in at least one open standard / technology neutral format.

Jump to Level 2: The archives has a method for providing partially conforming DIPs in at least two open standard/technology neutral formats.

Level 1

The archival repository provides copies of partially conforming ISO 14721 DIPs in at least one format (e.g., Providing digital photographs in JPEG 2000).

Move to Level 2: The archives has a method for providing partially conforming DIPs in at least two open standard/technology neutral formats.

Jump to Level 3: The archives has a method for providing conforming DIPs in at least six formats [3a] and has a way to analyze access tools and user needs to identify if they need to be updated [3b].

Level 2

The archival repository supports access only to partially conforming ISO 14721 DIPs in two open standard / technology neutral (OS/TN) formats (e.g., PDF/A, JPEG 2000, or TIFF).

Move to Level 3: The archives has a method for providing conforming DIPs in at least six formats [3a] and has a way to analyze access tools and user needs to identify if they need to be updated [3b].

Jump to Level 4: In addition to providing DIPs in open standard/technology neutral formats, the archives is able to provide DIPs in any format that the user requests. [4a] The archives also has a method to redact information and follow any other access restrictions. [4b]

Level 3a

The ISO 14721 conforming archival repository produces DIPs in at least six (6) open standard technology neutral (OS/TN) formats.

Level 3b

The conforming ISO 14721 archival repository analyzes user query trends to identify the need for updated accessibility tools.

Move to Level 4: In addition to providing DIPs in open standard/technology neutral formats, the archives is able to provide DIPs in any format that the user requests. [4a] The archives also has a method to redact information and follow any other access restrictions. [4b]

Level 4a

The conforming ISO 14721 archival repository disseminates DIPs containing records in any format that users request.

Level 4b

The conforming ISO 14721 archival repository enables redaction of electronic records with access restrictions in its custody where appropriate.

Helpful Hints

Something to Consider

  • For this element it seems as if there is no 'middle ground'; you either support a few open standard / technology neutral formats or you support at least six. To reach the highest level you must also be able to protect sensitive information.
  • In Level 4 it states that the archives will provide DIPs in any format the user requests. Taking this literally, this seems quite open ended - most repositories would have limitations on the formats they would be able to provide. [It would be up to you to decide if someone asked for a file in a format that you did not have it in, if you would spend the time, energy, and effort to convert it for them - or just give them what you have and let them do a conversion if required.]
  • Access restrictions - or redacting information - is only mentioned in Level 4. It is important for an archives to be adhering to any access restrictions at all times. Access restrictions may include redaction, providing limited or on-request access, or not providing access for a certain period of time.

Redaction Resources

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