PANDAS Manual

Applying 'Closed Access' to Archived Titles

• These procedures are an interim measure until PANDAS is enhanced to deal more efficiently with this scenario.
• Applying 'closed access' to a title uses PANDAS restrictions but should be considered as a distinct operation from normal application of restrictions.
• Applying 'closed access' is most likely to become necessary when the copyright owner(s) of an archived publication assert a legitimate right to insist that public access not be provided to an archived publication. There may however be other circumstances requiring access to be closed.
• Resort to this measure is only undertaken when other options such as the application of a normal restricted access regime cannot be successfully negotiated with the publisher (e.g. restricting access to the NLA Reading Room Restricted PC for a relatively short period of time such as one to three years).

Procedure

1. Edit the PANDAS record to ensure that the Standing is appropriate (e.g. it may be necessary to change from a Standing of Current to Ceased gathering).
   
   
2. Add a Period Restriction to the title with the following settings:
   
   Expires over: 70 years [or a lesser period as agreed with with the publisher]
   Restricted to area: NLA Internal
   
   Enable the restriction
   
   
3. Add a note in the Notes field to explain the reason for the closure of access and date and initial the note. Refer to any correspondence filed in an external records management system, as appropriate.
   
   
4. Edit Display Details to remove the link in a copyright or disclaimer statement in the Copyright URLfield.
   
   
5. Add a Title Entry Page Top Introductory Note saying: "No public access is available to this publication due to copyright restrictions." (Remove any other notes that may have been added to the TEP.)
   
   
6. If gathering is to cease (as is most likely), edit the Gather Settings to change the gather Schedule to Never. Remove any non-scheduled gather dates.
   
   
7. Check the Title Entry Page from the PANDORA Home Page to ensure no access is available via the TEP.

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Last updated 16 January 2004