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Access conditions statements

Access conditions compliment the access status by providing additional information, such as:

  • What the access status means

  • Why it has been applied

  • An indication of when the access status might expire

  • Instructions on what to do next (e.g. email to order “by appointment” material)

  • Previous access statuses an item has had (e.g. previously open but closed after a sensitivity reassessment)

Rules

  • Use the set statements listed below. Identify the statement that best meets your requirements and add it to the required catalogue record.

  • Do not modify the statements. If none meet your needs, notify one of the Collections Information managers.

  • If an item has two access status (e.g. restricted and by appointment), record both access conditions statements in the appropriate fields.

For open material with no additional information, a public access conditions statement is not required.

Hardcoded statements

In the cases listed below, the access conditions statement is included in the requesting code maintained by Digital Engagement. This means when a certain status and opacmsg combination is used, a statement appears automatically online and nothing needs to be added to the catalogue.

Adding any text to DisplayNote will override the hardcoding and the DisplayNote text will be visible online instead.

Scenario
Status / Opacmsg
Online text

Item being digitised

r / b

This item is being digitised and is currently unavailable

Manual request journals

- / n

This item needs to be ordered manually. Please ask a member of staff or email [email protected]

Missing

m/ keep existing Opacmsg

This item is missing

Withdrawn

x/u

This item is withdrawn

Data issues

j/ keep existing Opacmsg

This item cannot be requested online. Please contact [email protected] for more information

Where the system doesn't recognise an Item status + Opacmsg pairing it will display a default access conditions statement:

This item cannot be requested online. Please contact [email protected] for more information

Access conditions statements

If both the access status and ordering status require statements, combine them together. For example:

By appointment + restricted

This item needs to be viewed in our conservation studio. Email [email protected] to request an appointment. This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our Access Policy for more details

The one exception to this is uncatalogued material which is also "by appointment" for another reason (e.g. fragile) . In this case, just use the statement for uncatalogued material and note the second issue in an internal field

Legal and ethical statuses

Open and Open with Advisory (OWA)

Standard open and OWA material stored onsite does not have an access conditions statement

Open and OWA material stored offsite:

Open/OWA material that was previously restricted:

Open/OWA material that was previously closed:

Restricted

Standard restricted terms:

Restricted but stored offsite:

Restricted but previously open:

Restricted but previously closed:

Restricted, but a redacted digital surrogate is available. If the redacted digital surrogate has its own catalogue record, make sure the PublicRef is in the CALM Description field:

Permission required

Standard terms:

Permission required and restricted:

Safeguarded
Closed

Standard closed terms:

Closed material that was previously open:

Closed material that was previously restricted:

Closed material, but where a redacted digital surrogate is available. If the redacted digital surrogate has its own catalogue record make sure the PublicRef is in the Description field:

Closed born-digital archives where a redacted digital version is available by appointment:

Missing

Partially missing items (e.g. archives in multiple files where one part is missing):

Certain restrictions apply

This access status is only for use with Collection Level Description records

Fully catalogued collections:

Collections that have been partially catalogued:

Ordering statuses

Online request

Standard online request material stored onsite does not need an access conditions statement.

Online request material store offsite:

Manual request

Manual request journals use a hardcoded statement (see above)

By appointment

Fragile material that can be viewed in the RMR with careful handling. With a digital surrogate (first statement) or without (second statement):

Very fragile/radioactive material. With a digital surrogate (first statement) or without (second statement):

Material viewed in the stores, held offsite or in the strong room. With a digital surrogate (first statement) or without (second statement):

Film and other vulnerable AV formats that have a digital surrogate:

Specialist AV without a digital surrogate:

Analogue AV with a digital surrogate catalogued in its own catalogue record (make sure the PublicRef is in the CALM Description field:

Digitised AV that cannot go online. If that is because it is restricted, add the restricted statement afterwards:

Born-digital archives that cannot be accessed via the catalogue (usually for copyright reasons):

Digitised AV with a redacted version available online

Uncatalogued material:

By approval

Should only be used in conjunction with the "permission required" or "safeguarded" access status. See those options above for the correct statement to use.

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