Access, Graded Access Levels

  • Posted on: 28 August 2017
  • By: sullivant

Graded access levels may be assigned to the entire collection, to specific resources (i.e., folders) within a collection, or to specific media files within a resource.

How to Determine the Access Level of a File: The access level for each file is indicated by an Access Level number (1-4) next to the filename in the file list of the resource that contains the file. The access level number is NOT shown in the metadata of the file itself.

In that same file list, if there is no "File Type" listed for a particular file (e.g., a WAV file), then the file is not available online. In those cases, there is always a corresponding access copy (e.g., MP3) with the same file name available online and in that same list of files. When viewing the file-level metadata record, no file viewer/player means that the file is not available online. Please look for the corresponding access copy in the file list.

Level 1: Public Access. AILLA Users have full access to these materials after creating an account and agreeing to AILLA's Conditions for Use of Archive Resources. For this level, we assume that depositors have already gained permission for public access from the speakers or authors of the resource.

Restricted Access. AILLA has 3 types of restricted access, Levels 2, 3, and 4, described below. All restrictions must be justified. AILLA has the following preprogrammed justifications for restricting access to materials:

  • Protected population (e.g., children)
  • Required by IRB or other authority
  • Access restricted by speech community
  • Wish of speaker or speaker's family
  • Ceremony, ritual or esoteric language
  • Thesis in progress
  • Material under copyright
  • Could not obtain informed consent
  • Administrative curation in progress
  • Other reason: please explain (if this option is selected, a text box will appear for the explanation)

All materials with restricted access (levels 2, 3, and 4) are password protected. Users may access recordings only if they know the password that the depositor created and shared with them. Depositors have the option of assigning a visible hint to accompany the password.

Level 2: Curation in progress. This type of restriction is reserved for (1) materials that are under curation (by AILLA, by the depositor, or by the depositor's delegate) and (2) materials that must remain restricted for various reasons that must be justified. Level 2 restricted access must be renegotiated with AILLA every five years. (AILLA will contact the depositor at the appropriate time.) If not renegotiated, access levels will be determined by the archive. For extremely sensitive information that must be guarded indefinitely, the depositor must either (1) establish a succession plan for who will make decisions about the materials after his/her death or (2) reconsider if those materials should even be added to the archive.

Level 3: Temporary embargo. Users may not access the resources until after a specified date. This level allows the depositor to restrict access to resources for a few years, for example while preparing a publication, such as a dissertation, or for the lifetime of a speaker. After the time limit, access changes to public access (Level 1).

Level 4: Controlled access. AILLA will provide contact information and the user must contact the depositor (or some other access "controller") directly for permission to access the resource or file. The controller must ensure that their appropriate contact information is up to date in the AILLA record. If contact information is not up to date and/or the controller does not respond to email from requesters/AILLA users, then determination of permission to access and use the resource/file reverts to the manager of the archive. A depositor must establish a succession plan for who will control the materials after their or the controller's death.