Main page
About this Wiki Manual
About the GIJTR
Random page
Translate
Language statistics
Message group statistics
Export
English
Create account
Log in
Export translations
From Wiki
Jump to:
navigation
,
search
Settings
Group
About the GIJTR
About this Wiki Manual
Access and Data Security
Addendum I
Addendum II
Addendum III
Addendum IV
Addendum V
Chapter Zero
Digital Archiving Lifecycle
Digitization, Preservation and Ingest
Glossary of Key Terms and Concepts
Introduction
Main challenges for CSOs creating digital archives
Main Page
Maintenance: Preservation, Development and Migrations
Manual Overview
Means and Resources for building a digital archive
Outreach and Social Activism: Archive in Action
Planning and Organizing
Summary
Value of Digital Archiving for Civil Society Organizations
Language
aa - Afar
ab - Abkhazian
abs - Ambonese Malay
ace - Achinese
ady - Adyghe
ady-cyrl - Adyghe (Cyrillic script)
aeb - Tunisian Arabic
aeb-arab - Tunisian Arabic (Arabic script)
aeb-latn - Tunisian Arabic (Latin script)
af - Afrikaans
ak - Akan
aln - Gheg Albanian
alt - Southern Altai
am - Amharic
ami - Amis
an - Aragonese
ang - Old English
ann - Obolo
anp - Angika
ar - Arabic
arc - Aramaic
arn - Mapuche
arq - Algerian Arabic
ary - Moroccan Arabic
arz - Egyptian Arabic
as - Assamese
ase - American Sign Language
ast - Asturian
atj - Atikamekw
av - Avaric
avk - Kotava
awa - Awadhi
ay - Aymara
az - Azerbaijani
azb - South Azerbaijani
ba - Bashkir
ban - Balinese
ban-bali - Balinese (Balinese script)
bar - Bavarian
bbc - Batak Toba
bbc-latn - Batak Toba (Latin script)
bcc - Southern Balochi
bci - Baoulé
bcl - Central Bikol
be - Belarusian
be-tarask - Belarusian (Taraškievica orthography)
bg - Bulgarian
bgn - Western Balochi
bh - Bhojpuri
bho - Bhojpuri
bi - Bislama
bjn - Banjar
blk - Pa'O
bm - Bambara
bn - Bangla
bo - Tibetan
bpy - Bishnupriya
bqi - Bakhtiari
br - Breton
brh - Brahui
bs - Bosnian
btm - Batak Mandailing
bto - Iriga Bicolano
bug - Buginese
bxr - Russia Buriat
ca - Catalan
cbk-zam - Chavacano
cdo - Mindong
ce - Chechen
ceb - Cebuano
ch - Chamorro
cho - Choctaw
chr - Cherokee
chy - Cheyenne
ckb - Central Kurdish
co - Corsican
cps - Capiznon
cr - Cree
crh - Crimean Tatar
crh-cyrl - Crimean Tatar (Cyrillic script)
crh-latn - Crimean Tatar (Latin script)
cs - Czech
csb - Kashubian
cu - Church Slavic
cv - Chuvash
cy - Welsh
da - Danish
dag - Dagbani
de - German
de-at - Austrian German
de-ch - Swiss High German
de-formal - German (formal address)
dga - Dagaare
din - Dinka
diq - Zazaki
dsb - Lower Sorbian
dtp - Central Dusun
dty - Doteli
dv - Divehi
dz - Dzongkha
ee - Ewe
egl - Emilian
el - Greek
eml - Emiliano-Romagnolo
en - English
en-ca - Canadian English
en-gb - British English
eo - Esperanto
es - Spanish
es-419 - Latin American Spanish
es-formal - Spanish (formal address)
et - Estonian
eu - Basque
ext - Extremaduran
fa - Persian
fat - Fanti
ff - Fula
fi - Finnish
fit - Tornedalen Finnish
fj - Fijian
fo - Faroese
fon - Fon
fr - French
frc - Cajun French
frp - Arpitan
frr - Northern Frisian
fur - Friulian
fy - Western Frisian
ga - Irish
gaa - Ga
gag - Gagauz
gan - Gan
gan-hans - Gan (Simplified Han script)
gan-hant - Gan (Traditional Han script)
gcr - Guianan Creole
gd - Scottish Gaelic
gl - Galician
gld - Nanai
glk - Gilaki
gn - Guarani
gom - Goan Konkani
gom-deva - Goan Konkani (Devanagari script)
gom-latn - Goan Konkani (Latin script)
gor - Gorontalo
got - Gothic
gpe - Ghanaian Pidgin
grc - Ancient Greek
gsw - Alemannic
gu - Gujarati
guc - Wayuu
gur - Frafra
guw - Gun
gv - Manx
ha - Hausa
hak - Hakka Chinese
haw - Hawaiian
he - Hebrew
hi - Hindi
hif - Fiji Hindi
hif-latn - Fiji Hindi (Latin script)
hil - Hiligaynon
ho - Hiri Motu
hr - Croatian
hrx - Hunsrik
hsb - Upper Sorbian
hsn - Xiang Chinese
ht - Haitian Creole
hu - Hungarian
hu-formal - Hungarian (formal address)
hy - Armenian
hyw - Western Armenian
hz - Herero
ia - Interlingua
id - Indonesian
ie - Interlingue
ig - Igbo
igl - Igala
ii - Sichuan Yi
ik - Inupiaq
ike-cans - Eastern Canadian (Aboriginal syllabics)
ike-latn - Eastern Canadian (Latin script)
ilo - Iloko
inh - Ingush
io - Ido
is - Icelandic
it - Italian
iu - Inuktitut
ja - Japanese
jam - Jamaican Creole English
jbo - Lojban
jut - Jutish
jv - Javanese
ka - Georgian
kaa - Kara-Kalpak
kab - Kabyle
kbd - Kabardian
kbd-cyrl - Kabardian (Cyrillic script)
kbp - Kabiye
kcg - Tyap
kea - Kabuverdianu
kg - Kongo
khw - Khowar
ki - Kikuyu
kiu - Kirmanjki
kj - Kuanyama
kjh - Khakas
kjp - Eastern Pwo
kk - Kazakh
kk-arab - Kazakh (Arabic script)
kk-cn - Kazakh (China)
kk-cyrl - Kazakh (Cyrillic script)
kk-kz - Kazakh (Kazakhstan)
kk-latn - Kazakh (Latin script)
kk-tr - Kazakh (Turkey)
kl - Kalaallisut
km - Khmer
kn - Kannada
ko - Korean
ko-kp - Korean (North Korea)
koi - Komi-Permyak
kr - Kanuri
krc - Karachay-Balkar
kri - Krio
krj - Kinaray-a
krl - Karelian
ks - Kashmiri
ks-arab - Kashmiri (Arabic script)
ks-deva - Kashmiri (Devanagari script)
ksh - Colognian
ksw - S'gaw Karen
ku - Kurdish
ku-arab - Kurdish (Arabic script)
ku-latn - Kurdish (Latin script)
kum - Kumyk
kus - Kʋsaal
kv - Komi
kw - Cornish
ky - Kyrgyz
la - Latin
lad - Ladino
lb - Luxembourgish
lbe - Lak
lez - Lezghian
lfn - Lingua Franca Nova
lg - Ganda
li - Limburgish
lij - Ligurian
liv - Livonian
lki - Laki
lld - Ladin
lmo - Lombard
ln - Lingala
lo - Lao
loz - Lozi
lrc - Northern Luri
lt - Lithuanian
ltg - Latgalian
lus - Mizo
luz - Southern Luri
lv - Latvian
lzh - Literary Chinese
lzz - Laz
mad - Madurese
mag - Magahi
mai - Maithili
map-bms - Basa Banyumasan
mdf - Moksha
mg - Malagasy
mh - Marshallese
mhr - Eastern Mari
mi - Māori
min - Minangkabau
mk - Macedonian
ml - Malayalam
mn - Mongolian
mni - Manipuri
mnw - Mon
mo - Moldovan
mos - Mossi
mr - Marathi
mrh - Mara
mrj - Western Mari
ms - Malay
ms-arab - Malay (Jawi script)
mt - Maltese
mus - Muscogee
mwl - Mirandese
my - Burmese
myv - Erzya
mzn - Mazanderani
na - Nauru
nah - Nāhuatl
nan - Minnan
nap - Neapolitan
nb - Norwegian Bokmål
nds - Low German
nds-nl - Low Saxon
ne - Nepali
new - Newari
ng - Ndonga
nia - Nias
niu - Niuean
nl - Dutch
nl-informal - Dutch (informal address)
nmz - Nawdm
nn - Norwegian Nynorsk
no - Norwegian
nod - Northern Thai
nog - Nogai
nov - Novial
nqo - N’Ko
nrm - Norman
nso - Northern Sotho
nv - Navajo
ny - Nyanja
nyn - Nyankole
nys - Nyungar
oc - Occitan
ojb - Northwestern Ojibwa
olo - Livvi-Karelian
om - Oromo
or - Odia
os - Ossetic
pa - Punjabi
pag - Pangasinan
pam - Pampanga
pap - Papiamento
pcd - Picard
pcm - Nigerian Pidgin
pdc - Pennsylvania German
pdt - Plautdietsch
pfl - Palatine German
pi - Pali
pih - Norfuk / Pitkern
pl - Polish
pms - Piedmontese
pnb - Western Punjabi
pnt - Pontic
prg - Prussian
ps - Pashto
pt - Portuguese
pt-br - Brazilian Portuguese
pwn - Paiwan
qqq - Message documentation
qu - Quechua
qug - Chimborazo Highland Quichua
rgn - Romagnol
rif - Riffian
rki - Arakanese
rm - Romansh
rmc - Carpathian Romani
rmy - Vlax Romani
rn - Rundi
ro - Romanian
roa-tara - Tarantino
rsk - Pannonian Rusyn
ru - Russian
rue - Rusyn
rup - Aromanian
ruq - Megleno-Romanian
ruq-cyrl - Megleno-Romanian (Cyrillic script)
ruq-latn - Megleno-Romanian (Latin script)
rw - Kinyarwanda
ryu - Okinawan
sa - Sanskrit
sah - Yakut
sat - Santali
sc - Sardinian
scn - Sicilian
sco - Scots
sd - Sindhi
sdc - Sassarese Sardinian
sdh - Southern Kurdish
se - Northern Sami
se-fi - Northern Sami (Finland)
se-no - Northern Sami (Norway)
se-se - Northern Sami (Sweden)
sei - Seri
ses - Koyraboro Senni
sg - Sango
sgs - Samogitian
sh - Serbo-Croatian
sh-cyrl - Serbo-Croatian (Cyrillic script)
sh-latn - Serbo-Croatian (Latin script)
shi - Tachelhit
shi-latn - Tachelhit (Latin script)
shi-tfng - Tachelhit (Tifinagh script)
shn - Shan
shy - Shawiya
shy-latn - Shawiya (Latin script)
si - Sinhala
simple - Simple English
sjd - Kildin Sami
sje - Pite Sami
sk - Slovak
skr - Saraiki
skr-arab - Saraiki (Arabic script)
sl - Slovenian
sli - Lower Silesian
sm - Samoan
sma - Southern Sami
smn - Inari Sami
sms - Skolt Sami
sn - Shona
so - Somali
sq - Albanian
sr - Serbian
sr-ec - Serbian (Cyrillic script)
sr-el - Serbian (Latin script)
srn - Sranan Tongo
sro - Campidanese Sardinian
ss - Swati
st - Southern Sotho
stq - Saterland Frisian
sty - Siberian Tatar
su - Sundanese
sv - Swedish
sw - Swahili
syl - Sylheti
szl - Silesian
szy - Sakizaya
ta - Tamil
tay - Tayal
tcy - Tulu
tdd - Tai Nuea
te - Telugu
tet - Tetum
tg - Tajik
tg-cyrl - Tajik (Cyrillic script)
tg-latn - Tajik (Latin script)
th - Thai
ti - Tigrinya
tk - Turkmen
tl - Tagalog
tly - Talysh
tly-cyrl - Talysh (Cyrillic script)
tn - Tswana
to - Tongan
tok - Toki Pona
tpi - Tok Pisin
tr - Turkish
tru - Turoyo
trv - Taroko
ts - Tsonga
tt - Tatar
tt-cyrl - Tatar (Cyrillic script)
tt-latn - Tatar (Latin script)
tum - Tumbuka
tw - Twi
ty - Tahitian
tyv - Tuvinian
tzm - Central Atlas Tamazight
udm - Udmurt
ug - Uyghur
ug-arab - Uyghur (Arabic script)
ug-latn - Uyghur (Latin script)
uk - Ukrainian
ur - Urdu
uz - Uzbek
uz-cyrl - Uzbek (Cyrillic script)
uz-latn - Uzbek (Latin script)
ve - Venda
vec - Venetian
vep - Veps
vi - Vietnamese
vls - West Flemish
vmf - Main-Franconian
vmw - Makhuwa
vo - Volapük
vot - Votic
vro - Võro
wa - Walloon
wal - Wolaytta
war - Waray
wls - Wallisian
wo - Wolof
wuu - Wu
xal - Kalmyk
xh - Xhosa
xmf - Mingrelian
xsy - Saisiyat
yi - Yiddish
yo - Yoruba
yrl - Nheengatu
yue - Cantonese
za - Zhuang
zea - Zeelandic
zgh - Standard Moroccan Tamazight
zh - Chinese
zh-cn - Chinese (China)
zh-hans - Simplified Chinese
zh-hant - Traditional Chinese
zh-hk - Chinese (Hong Kong)
zh-mo - Chinese (Macau)
zh-my - Chinese (Malaysia)
zh-sg - Chinese (Singapore)
zh-tw - Chinese (Taiwan)
zu - Zulu
Format
Export for off-line translation
Export in native format
Export in CSV format
Fetch
<languages/> [[File:<span lang="en" dir="ltr" class="mw-content-ltr">Access and Data Security.jpg</span>|thumb|<span lang="en" dir="ltr" class="mw-content-ltr">435x435px</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> == Intro == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> <blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> <big>''Now that we have finally created our digital archive, we could be forgiven for being eager to share it with its intended users and beneficiary communities, as we envisioned at the beginning of the process in our Guiding Principles.''</big></blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> However, providing access to any archive’s content, especially to a human rights violations archive, is not simple or straightforward. Access is closely linked to preservation but also to nearly all other processes and functions in a digital archive. Most closely, however, access is related to the '''[[Maintenance: Preservation, Development and Migrations#Monitoring Access and Data Security|data security]]''' function of an archive. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> These two functions are also the focus of the third stage of a digital archive’s life cycle: its safe opening to the world. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == Access == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Providing access to our archive’s content is a balancing act between two of our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Guiding Principles|Guiding Principles]]''': defining the goal to provide as wide access to our archive as possible and defining our responsibility to safeguard data and adhere to legal and ethical norms regarding data privacy, sensitivity, confidentiality, and copyrights. Having a well-considered and clear '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]''' will help achieve that balance. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> An archive’s Access Plan should guide decision-making and implementation related to the provision of access. There is no template for a digital archive Access Plan; however, we can identify five elements it should describe and define. </div> [[File:<span lang="en" dir="ltr" class="mw-content-ltr">!RESOURCE!.png</span>|left| <span lang="en" dir="ltr" class="mw-content-ltr">85x85px</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> {| class="wikitable" |+ !RESOURCE Recommendation!: Planning for Access |- | ''A systematic approach to planning different levels and modes of access is provided in detail in “[https://osf.io/r5f78/ '''Levels of Born-Digital Access''']” by the [https://www.diglib.org/ '''Digital Library Foundation (USA)'''].'' |} </div> [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 104.jpg|thumb|<span lang="en" dir="ltr" class="mw-content-ltr">Image shared by AVIPA, GIJTR partner organization in Guinea.</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> === Access Objectives === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> While our archive’s access-related goal might be generic—such as to provide wide access—the '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]''' should specify more concrete objectives that will contribute to that goal. For example, we could set an objective to create a set of useful finding aids to facilitate use. Or we could seek to make the access modes user-friendly and easily available. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Specific objectives we set will differ for different archives, depending on their goals, users, content, etc. Regardless of these differences, setting clear and concrete objectives will allow us to develop and implement a comprehensive plan tailored to our needs and requirements. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Users and Modes of Use === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Users of an archive have an essential importance for it—why it exists. The reason we aim to preserve our archival content long-term is to make it available to future users. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Therefore, our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]''' needs to be grounded in users’ needs and requirements. More than that, the Plan should envision a two-way relationship with users so that their input shapes the way the archive develops its access policies and practices. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> On the primary level, we should differentiate between internal (archive and organization’s staff) and external users. Within the internal user group, there will be varying access levels, depending on a user’s role and access-related needs. Some staff members will have unrestricted access, while others might have restrictions in terms of different groups of material or the type of access they have (e.g., to view or manage files). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When planning for external users’ access, we can distinguish between fully open public access and access provided to predefined groups of users, such as registered users, members of selected external organizations, or similar. The '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]''' should define the access level to each of these groups of external users. </div> [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 106.jpg|thumb|<span lang="en" dir="ltr" class="mw-content-ltr">Image shared by FAMDEGUA, GIJTR partner organization in Guatemala.</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> Regarding open, public access, the Plan should specify whether such access can be provided for selected groups of material in the digital archive or an entire '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Collection|collection]]'''. It should also define how the material can be accessed (i.e., whether it is only available for viewing, copying, or reuse). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Access Levels === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> To provide tailored access to different groups of materials, we will need first to have them categorized based on their security status. We can do this using '''[[Digitization, Preservation and Ingest#Metadata: Descriptions of Digitized Files|metadata]]''' collected in the '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Description of Archival Material|description]]''' stage and in the preparation phase for ingest. If collected properly, our metadata should allow us to clearly map any content that should be considered “sensitive.” Archival data may be sensitive because of legal, security, or personal considerations. Marking material as “sensitive” may imply limited use (e.g., on-site only, closed, or conditional access).<blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The number and names of access levels we create can vary depending on our needs but should cover the following three basic categories: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Open access: Open materials are available for use with no known restrictions. Users can directly access materials. Access may occur in an on-site public access point or online. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Conditional access: This refers to collections that include both open material and material that has restrictions. These restrictions may include materials that are deemed sensitive or under copyright. Conditional access is a continuum that includes documents with differing levels of restricted access. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Closed: Closed materials are not made available to users but may be made available after an embargo period. Collections or materials may be closed if they contain information protected by applicable law or private, privileged, or sensitive information. </blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Modes and Conditions of Access === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Access to digital archival material can be provided in three main modes: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * On-site access: Access to archive content is provided on a dedicated on-site public access computer with security measures implemented. This is a viewing-only mode of access; hence, any form of copying of content is not allowed. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Controlled remote access: Secure remote access is provided to a limited group of users, either through a local computer network (LAN) or using a secure remote online access platform. This type of access is often provided to internal users who are not archival staff but work on archive-related projects. Also, this mode of access can be provided to partner organizations working on joint, archive-related projects or to selected individual researchers. The organization can specify whether this access mode includes only viewing permissions or the users can copy digital items. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Open access: Open access is provided on-site or through a website or dedicated online platform. Although open, access can still be controlled, for example, by requiring future users to register before using the archive, submit a justified request for access approval, or something similar. Open access allows for copying archival digital material under the presumption that access is only provided to public material that allows reproduction. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Access Levels Scheme === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Considering that different modes of access to material with varying permitted levels of access need to be provided for different user groups to avoid confusion, it could be useful for an archive to create an [[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Levels Scheme|Access Levels Scheme]] as part of the '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]'''. Such a scheme provides an overview of “who has access to what, and how” in the form of a table, such as the example shown in Figure 14. The scheme can be a useful tool for devising technical and logistical implementation of the planned access levels. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> {| class="wikitable" |+Figure 14. Example of an Access Levels Scheme, with an overview of access levels for different groups of users and different groups of material. | |'''Collection 1''' |'''Collection 2''' |'''Collection 3''' |'''Collection 4''' |- |'''Archive staff''' |Open |Open |Open |Open |- |'''Project staff''' |Open |Open |Conditional (view & copy) |Conditional (view only) |- |'''Partner organizations staff''' |Open |Open |Conditional (view & copy) |Closed |- |'''General public''' |Open |Conditional |Conditional |Closed |} </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Opening the Open-Level Access === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> It is useful here to distinguish between a passive and active approach to providing access. A passive access approach would be an archive created with the main goal of long-term preservation of the material for historical, legal, or other reasons. Provision of access might be of secondary concern for such an archive, and its efforts in this area might be limited to providing access only to requested materials or on-site only. Such an archive would focus on responding to users’ requests and ensuring it provides the appropriate level of access to the material for different user groups (e.g., institutions, researchers, etc.). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> However, most CSOs working with human rights violations archives will likely be taking the other route of an active approach to the provision of access, which is focused on facilitating and providing as wide an access as possible to its users. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The active access approach predominantly concerns “Open Access” mode and does not include materials marked with a “Closed” access level. To make our “Open Access” mode truly open, we need to consider accessibility, searchability, and usability of access to our archive and content. “ </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accessibility concerns the ease of access to archives for everyone. For example, we should consider whether anyone with an internet connection—even an unstable or a weak one—can access the archive, how difficult it is to find and load the online access portal, whether it can be used via mobile devices and similar. With respect to accessibility for persons with disabilities, we should consider providing a collection-level note about which '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Born-digital|born-digital]]''' materials comply with accessibility needs and/or what is required to render materials for those with visual or hearing impairments. Additional measures could introduce practical arrangements, such as a screen reader, color contrast, or adding tags to define reading order. </div> [[File:<span lang="en" dir="ltr" class="mw-content-ltr">!RESOURCE!.png</span>|left| <span lang="en" dir="ltr" class="mw-content-ltr">85x85px</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> {| class="wikitable" |+ !RESOURCE Recommendation |- |[https://www.w3.org/WAI/standards-guidelines/wcag/ '''Web Content Accessibility Guidelines (WCAG)'''] are an international standard that provides documentation and guidance on making online content more accessible to people with disabilities. |} </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Searchability for our users determines how easy or difficult it is to find what they are looking for in our archive. The searchability of our archive will depend on the type and quality of metadata we collect about our material and how well we organize it and provide it to the archive’s users. Using different metadata as “tags” or “keywords” associated with certain items or groups will help users find them more easily. Further, we can provide users with a map of our archive to guide them by preparing a catalog using the descriptions of the collections, series, and other elements of our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Archival structure table|archive’s structure]]'''. However, the searchability of any online accessible archive will mainly rely on the quality of the search that can be performed through a dedicated search engine. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The usability of an archive relates to how easy it is to use it. That includes, for example, how an archive’s online access point looks and feels and what kind of user experience it creates. A well-designed and organized online access platform can attract more users and encourage current visitors to use it more. It can further support novel archive-related projects and extend the scope of its use and its beneficiaries. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This is an especially important consideration for CSOs working with human rights violations archives, as their goal is often to provide access and stimulate and facilitate different organizations and individuals to use archival material in their projects, research, and activities. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Technology allows us to create a range of different online access platforms with various formats, visual presentation forms, tools, and other useful features. These solutions can be impressive and attractive for users, generating multiple benefits for both them and the archive. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> However, we must also remember that any technical solution for an online access platform we might want to implement must be interoperable and compatible with our [[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archiving System|'''Digital Archiving System''']] and any relevant external software tools we use. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Access Technologies and Tools === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Providing a varied level of secure access to our content for different groups of users using different modes of access requires significant technological support that includes both hardware and software. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Thankfully—provided that we have, as suggested earlier in this manual, considered our future access provision needs when selecting our Digital Archiving System—we can now rely on it for the basic technology needed to implement our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]'''. For example, if we had planned for the need to provide different levels of access to different users, both internally and externally, our Digital Archiving System would be able to provide support for it. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> However, we will need to invest more time and resources in technical solutions, especially in terms of an active approach to access, if we wish to build on these basic access capabilities. This would include using software and applications that allow for the development of digital archival tools, and services users can benefit from, as well as improving the design, user-friendliness, and overall user experience of our online access platform. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The software tools we will use to develop our online access platform will be fully dependent on our requirements—the type of platform we want to make, the services it will provide, the users it will target, etc. A helpful tip in selecting software is to search online for an archival online access platform that looks similar to the one you want to develop and then work out which software and technologies were used to make it. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> In addition to the technologies related to the Open Access provision, we will need to consider additional technological solutions if we plan to provide on-site or safe remote access. For on-site access, this would include a dedicated computer not connected to local computer networks or the internet. We might also need other hardware or software to access a specific group or format of the material. Safe remote access would also require specialized software that needs to be installed not only in the archive administratively but also by the users themselves on their devices. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == Digital Archive Security == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Protecting our invaluable collections and anyone who might be harmed by the misuse, altering, theft, or destruction of our archival content is an important topic for organizations working with archives documenting human rights violations. Any digital archive faces a wide scope of possible threats to the integrity and protection of its content; the number and probability of threats are only increased for human rights archives. They range from threats to archival storage media through cyberattacks on an archive’s information system and data to attempts to access data unauthorizedly. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> There are also legal and ethical obligations for all archives, which are only highlighted for those dealing with human rights violations material. They include protection of private, sensitive, confidential, and copyrighted data. For human rights archives, these are extremely serious obligations, not only because of the legal responsibilities they prescribe. Leakage or publication of a confidential or sensitive document, or unauthorized disclosure of a person’s data, might bring related persons or organizations into dispute or even physical danger. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== Digital Archive Security Plan ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> There are various aspects and elements to a digital archive’s security, and to make sure we properly address them all, we need to make a '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archive Security Plan|Digital Archive Security Plan]]''' to guide us in devising security procedures and their implementation. </div> [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 113.jpg|thumb|<span lang="en" dir="ltr" class="mw-content-ltr">Image shared by FAMDEGUA, GIJTR partner organization in Guatemala.</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> <blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> While there is no universal template, a good way to approach security planning is to list and describe: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Security-related obligations of the archive, based on the material it contains; * Security-related functions that the archive needs to perform; * Security-related actions that will be taken to ensure the functions are properly performed; * Tools and technologies needed for implementation; </blockquote>The descriptions of the security-related functions and obligations of the archive should be detailed and provide concrete information about the archive’s requirements. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> An additional segment of the '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archive Security Plan|Security Plan]]''' deals with different types of security levels for different material and groups of users. In essence, this mirrors the '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Plan|Access Plan]]''' and the [[Special:MyLanguage/Glossary of Key Terms and Concepts#Access Levels Scheme|'''Access Scheme''']], albeit from the security perspective; hence, we do not need to discuss this segment further. We will therefore focus on the planning of a digital archive’s security-related responsibilities, functions, actions, and tools. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== Security Responsibilities and Tasks ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Our archive’s main security-related functions arise from the security responsibilities we have with respect to our content, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Safeguarding data. The primary security-related responsibility of any archive is to ensure that its contents are not destroyed, changed, or stolen – that is, to safeguard its data. This includes protecting it from intended or unintended human-caused violations, as well as environmental damage, harm, or destruction. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Protecting personal data. This includes adhering to relevant national and international data privacy regulations relevant to a given archive. For human rights archives, this responsibility has an additional dimension, as violation of data privacy could have real and very negative consequences for the people or organizations affected. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Protecting confidential and sensitive data. With this obligation, again, human rights archives have an additional layer of ethical responsibility. Particular care and effort should be put into ensuring that any sensitive or confidential material is timely and properly identified and then also carefully protected in accordance with the developed procedures. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Protecting copyrighted data. The archive needs to follow and implement relevant regulations in the domain of copyright protection, relating to both access and use of its content. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== Security Functions and Actions ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> System Protection is the first function of data security for a digital archive – its first line of defense. This is because, in order to protect the content (i.e., the data), we must first safeguard its repository. System protection includes safeguarding against system failures as well as protecting the Digital Archiving System from malicious acts of corruption or deletion. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> There is a wide range of information-security measures that can and should be taken to protect the Digital Archiving System from: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Computer viruses * Cyberattacks * System failures and errors * Inappropriate use or misuse of the system </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The actions and measures to be taken, as well as the procedures that need to be developed to address each of these information security threats, will be highly specific for any given digital information system. What is universal is such planning needs to be conducted together with an organization’s IT staff, with the assistance of external expertise (if necessary and possible). Security actions need to be well-designed and scheduled in advance. They should also include a plan for regular monitoring of any implemented information security measures. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Whether it relates to private, sensitive, confidential, or copyrighted data, '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Data Protection|data protection]]''' is the essence of our archive’s security planning – the very reason we need it. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> <blockquote>There are three main instruments, or actions, an archive can take to protect its data. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> A. Access control and management: Implementation of different levels of access for different user groups, potentially through different access modes, is the main action we can take to protect content that requires it. As explained previously, a precondition for developing and implementing successful access control is having quality metadata about our content, which allows us to identify material for which access needs to be controlled. In technical terms, this is implemented via a Digital Archiving System, through which we can specify different levels of access, monitor implementation, and record any violations of the rules. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> B. Redaction: Redaction is the process of analyzing our archival content; identifying confidential, sensitive, or private information; and removing or replacing it. By redacting material in this way, we can make the non- redacted parts of an item openly accessible for our users. Frequently used redaction techniques include anonymization and pseudo- anonymization to remove personally identifiable information, as well as cleaning of authorship information. This is usually carried out by removing or replacing the sensitive/private/confidential information while retaining the existing structure of the item in the version being provided to a user. Any redaction should always be made on a secondary copy of a file – never on the original, archival master file. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> C. Encryption: Encryption is a computer technique that protects digital material by converting it into an incomprehensible, scrambled form. An encryption key is then created that needs to be used to unscramble the data and convert it back to original. Encryption can be applied at different levels, from a single file to an entire hard disk. However, encryption also adds to the complexity of the digital archiving process and should therefore be avoided if possible for archival copies. It is only effective when a third party does not have access to the encryption key in use, which is why the key needs to be safely stored and protected. The loss or destruction of these keys would result in data becoming inaccessible. Encryption must also be actively managed and updated to remain secure, since it can lose its effectiveness over time.</blockquote> </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Security Technologies and Tools === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> In protecting and securing the Digital Archiving System and its software and applications, we will need to apply a number of solutions related to different areas of information security. These solutions need to be designed by experts in this area. Regarding the technologies involved in our archival '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Data Protection|data protection]]''', different software tools can be helpful for each security action. </div> [[File: <span lang="en" dir="ltr" class="mw-content-ltr">!RESOURCE!.png</span>|left| <span lang="en" dir="ltr" class="mw-content-ltr">85x85px</span>]] <div lang="en" dir="ltr" class="mw-content-ltr"> {| class="wikitable" |+ !RESOURCE Recommendation |- |With respect to redaction and encryption, there are several software options available, some for specific contexts and functions. Useful lists of such software resources can be found [https://web.archive.org/web/20231213225919/https://coptr.digipres.org/index.php/Redaction '''here'''] (for redaction) and [https://web.archive.org/web/20231209110258/https://coptr.digipres.org/index.php/Encryption_Detection '''here'''] (for encryption). |} </div> [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 117.jpg|center|thumb|821x821px|<span lang="en" dir="ltr" class="mw-content-ltr">Documents before organizing the archive, image shared by FAMDEGUA, GIJTR partner</span>]]
Tools
Special pages
Printable version