This workflow describes the process of making content easy to find and accessible for users. ‘Levels of Born-Digital Access’ by DLF Born-Digital Access Working Group is also a useful tool for planning access.
4.1 Understand restrictions
In steps 2.2 – Appraisal and sensitivity review – and 2.3 – Capture metadata and describe – you will have captured any intellectual property rights (fifth definition on second page of PDF (165 KB)) or sensitive information in the content. This will determine what users can or cannot do with the content and where they can view it.
Levels of Born-Digital Access recommends using terms such as ‘Closed’, ‘Open’, ‘Conditional Access’ or ‘Sensitive’. Given the sensitivity of email archives, ‘Closed’ or ‘Conditional Access’ might need to be considered.
Redaction may be needed before access is provided to users, but this is a labour intensive task (see the ‘Further guidance and software’ header, immediately below).
Further guidance and software
- Levels of Born-Digital Access (pp.25-26)
- The National Archives’ Redaction Toolkit (PDF, 382 KB)
- List of redaction software from the Community Owned digital Preservation Tool Registry (COPTR)
- ePadd includes a feature that allows users to redact emails in the Processing Module
4.2 Make catalogues discoverable
Make your catalogue easy to find and access online (e.g. online catalogue).
The catalogue should include access arrangements and restrictions.
If you do not have an online catalogue then consider using Manage Your Collections or Archives Hub.
At this point it could simply be a collection-level catalogue.
Also think about taking part in the Accessions to Repositories survey.
Further guidance
4.3 Create methods of access
Many organisations only offer onsite access, mainly because it gives them some control, particularly where the content contains sensitive information. Access methods can include content preloaded in an email client or the original software.
Some organisations provide online access to email content using software such as ePADD. The ePADD access module displays entities, correspondents, and redacted header information from email messages, but it does not display the full text of email messages.
ePADD has also developed a ‘shared multi-institutional version of the discovery site’. This allows contributing institutions to publish their email collection metadata.
Further guidance and software
- Lesson 7: Discovery and Access of Novice to Know How: Email Preservation online training covers access including an overview of the ePADD Discovery and Delivery Modules
- Rushdie researcher workstation tutorial (video) – provides an overview of how Emory University Libraries have used emulation (first definition on second page of PDF (165 KB)) to provide access to the Salman Rushdie archive in the library
- Processing and Providing Access to Email Collections with ePADD (video)
- ePADD discovery platform hosted by Stanford University
- Shared Discovery Module User Guide by ePADD
- Yale University – Email Archiving Process Workflow Model – includes a good workflow on providing access using ePADD and Preservica