[Archivesspace_Users_Group] Looking for ways to best handle object record culturally sensitive restrictions

Franklin, Naomi naomi-franklin at utulsa.edu
Thu Dec 8 12:58:56 EST 2022

Sorry for a delayed response. I appreciate the feedback on restrictions that I’ve received. Thank you for your help Leah, Michael, and Olivia!

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> on behalf of Olivia S Solis <livsolis at utexas.edu>
Date: Saturday, November 12, 2022 at 10:17 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Looking for ways to best handle object record culturally sensitive restrictions
Just wanted to add that in addition to the Conditions Governing Access allows you to apply local access restrictions that are internal flags for staff yjay further define the reason for the restriction. Any top container attached to an archival object or child, direct or indirect, of an archival object flagged with a local access restriction will get clearly noted as restricted. You can customize the restrictions for local access use. Yale has a pretty good video explanation, which while made in 7 years ago is still applicable:

On Fri, Nov 11, 2022 at 2:26 PM Leah Tams <leah.tams at duke.edu<mailto:leah.tams at duke.edu>> wrote:
Hi Naomi,

The “Notes” module of an Archival Object in ASpace allows you to indicate restrictions on material (Conditions Governing Access and/or Conditions Governing Use). As long as there is an Archival Object, you can place a restriction at any description level (Collection, Series, File, Item, etc.). Of course, this only indicates the existence of a restriction and doesn’t enforce the restriction itself.

I hope this is helpful!


MSLS in Archives & Records Management
Accessions Coordinator
Rubenstein Rare Book & Manuscript Library
Duke University
leah.tams at duke.edu<mailto:leah.tams at duke.edu> | leahtams.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.leahtams.org%2F&data=05%7C01%7Cnaomi-franklin%40utulsa.edu%7C12492eb27248401c310f08dac4c95e25%7Cd4ff013c62b74167924f5bd93e8202d3%7C0%7C0%7C638038666405858633%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=7ImEcOpI0k1WAoWA4wyf%2Bw58fa6PcEl%2Bl9KzRghMwcA%3D&reserved=0>

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Franklin, Naomi
Sent: Friday, November 11, 2022 1:55 PM
To: archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Looking for ways to best handle object record culturally sensitive restrictions

Hello, hello.

I’m seeking advice for how to best handle archival object record restrictions in ASpace. During a recent consultation of an archive collection, a number of photographs were identified with being culturally sensitive thus needing to be not only restricted to public access, but also internal access. In our efforts to be NAGPRA compliant and to follow the wishes of the Tribe, I need to determine best method(s) of restricting these records based on the options available in ASpace. I cannot find any previous conversations around this topic, and am wondering if others have had to restrict records for similar reasons before or restrict in general. My institution migrated our archive data to ASpace from TMS (The Museum System) a little over a year ago, so we’re still becoming familiar with the ins and outs of ASpace. We have procedures established for handling NAGPRA/Culturally Sensitive materials in TMS, but not yet ASpace. I welcome any thoughts and suggestions. Thanks!

Cataloguing Manager and Associate DBA
Gilcrease Museum
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Olivia Solis, MSIS (she/her)
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
2300 Red River St. Stop D1100
Austin TX, 78712-1426
(512) 232-8013
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