Ensuring the responsibilities are understood by staff

Having secure systems, procedures and tools in place to control access and
copying, and to monitor compliance
If necessary, isolating preservation actions from other kinds of access and use
Ensuring users understand their legal rights and obligations
Regularly evaluating systems and procedures to ensure they do what they are
supposed to do
Monitoring any triggers for a change in rights, such as the passing of a
specified period of time.

15.13 Negotiating access conditions

The level of access that preservation programmes should seek will depend on their
mission: it may be appropriate for some digital heritage materials to be subject to very
limited access for privacy, security, or other reasons, whereas it seems reasonable to
expect that published materials would be available for ongoing access through a well-
managed preservation programme.

Some possibilities that may be attractive in negotiating access conditions include:

Geographical restrictions, such as limiting access to onsite users
Restrictions on the ability to copy, such as use of a stand alone computer
without access to external networks or disk drives
Restrictions on the number of users who can access the material at any one
time
Time thresholds allowing unrestricted access after a reasonable period for
commercial exploitation
Mutually agreeable triggers for a transfer of access rights, such as when the
material is no longer available from a publishers site
Restricting access to authorised users who are required to meet specified
conditions.

15.14 Managing rights

When rights have been negotiated, they must be managed as a core business
responsibility of the preservation programme.
Preservation programmes can expect to deal with large amounts of material, so
the use of standard licence agreements covering classes of material will avoid
the need to negotiate and manage rights item by item
System tools to manage rights are available and can be expected to continue to
evolve. Such tools record access conditions applying to individual items,
record and filter requests for use, and report on usage. In choosing rights
management tools, it is important to decide what tools are appropriate to

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