Rights¶

Add a new rights record¶

This section describes how to add a new rights record by using the rights dialog provided through the add/edit template. You must add rights to an existing accession record or archival description. To create an accession record or archival description first, please see:

• Add new accession record
• Add new archival description

Add rights to an Accession record¶

1. Navigate to the accession record you want to edit. You can do this via the main menu in the AtoM header bar, by clicking on Manage > Accessions. For more information on navigation in AtoM, see: Access content.

2. AtoM will redirect you to the accession record browse page. Select the record you want by clicking on the hyperlink Identifier. You can also search for an accession record with the accession records search box located at the bottom of the browse page. For more information on searching for accession records in AtoM, see: Searching for accession records.

3. When you have arrived at the record to which you wish to add rights, click on “Create new rights” in the button block. The PREMIS rights entry form will appear.

4. The Rights entry page allows you to establish the basis for which rights are granted or disallowed as well as describing the rights themselves.

1. Rights basis:

AtoM provides a drop-down menu to select the basis for the rights associated with the description. You can select: Copyright, License, Statute, Policy, or Donor.

The Rights entry page with Copyright set as the basis.

The fields below the rights basis will differ depending on the basis chosen. Compare for example the figure above, showing Copyright as the basis, and the figure below, showing Statute as the basis:

The Rights entry page with Statute set as the basis.

As you complete the Rights basis fields, tooltips will appear to explain the purpose of the field.

When adding the Rights holder, can add a new Rights holder name, or select an existing one using the auto-complete action provided by AtoM.

2. Act/Granted rights:

Once you have established the basis for the rights you need to grant, fill in the Act/Granted rights fields:

1. The “Act” data entry field is a drop-down list. You can select: Delete, Discover, Display, Disseminate, Migrate, Modify, and Replicate.
2. The “Restriction” data entry field provides three choices: Allow, Disallow or Conditional.
3. Add Start and End dates for the right. Leave the end date blank if it is unknown or open.
4. You can add notes related to the granted right.

If you are finished adding granted rights related to this basis, click Save. If you have more granted rights to add related to this basis, click Add granted right and fill in the fields again. Click Save when you are finished.

Tip

You may have granted rights to record that are related to more than one basis. For example, you may want to record a granted right related to Copyright, and another granted right related to Policy. After you click Save, you can return to the accession and add more rights related to another basis by clicking More -> Create new rights again.

After rights are created for an accession, they can be edited or deleted by logged in users with the correct permissions by clicking the links from the archival description in view mode:

Important

When you click delete, AtoM deletes the rights record without asking for confirmation, so be sure to click only when you are positive you wish to delete the rights information!

5. Once you complete adding information to the rights record, click on the click Save.

Add rights to an Archival description¶

1. First, navigate to the archival description you wish to add rights to. You can do this by browsing or searching for the archival description - see Access content for more information on navigation in AtoM.
2. In the button block, click on “More,” then on “Create new rights”.
3. The Rights entry page allows you to establish the basis for which rights are granted or disallowed as well as describing the rights themselves.

1. Rights basis:

AtoM provides a drop-down menu to select the basis for the rights associated with the description. You can select: Copyright, License, Statute, Policy, or Donor.

The Rights entry page with Copyright set as the basis.

The fields below the rights basis will differ depending on the basis chosen. Compare for example the figure above, showing Copyright as the basis, and the figure below, showing Statute as the basis:

The Rights entry page with Statute set as the basis.

As you complete the Rights basis fields, tooltips will appear to explain the purpose of the field.

When adding the Rights holder, can add a new Rights holder name, or select an existing one using the auto-complete action provided by AtoM.

2. Act/Granted rights:

Once you have established the basis for the rights you need to grant, fill in the Act/Granted rights fields:

1. The “Act” data entry field is a drop-down list. You can select: Delete, Discover, Display, Disseminate, Migrate, Modify, and Replicate.
2. The “Restriction” data entry field provides three choices: Allow, Disallow or Conditional.
3. Add Start and End dates for the right. Leave the end date blank if it is unknown or open.
4. You can add notes related to the granted right.

If you are finished adding granted rights related to this basis, click Save. If you have more granted rights to add related to this basis, click Add granted right and fill in the fields again. Click Save when you are finished.

Tip

You may have granted rights to record that are related to more than one basis. For example, you may want to record a granted right related to Copyright, and another granted right related to Policy. After you click Save, you can return to the archival description and add more rights related to another basis by clicking More -> Create new rights again.

After rights are created for an archival description, they can be edited or deleted by logged in users with the correct permissions by clicking the links from the archival description in view mode:

Important

When you click delete, AtoM deletes the rights record without asking for confirmation, so be sure to click only when you are positive you wish to delete the rights information!

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Manage rights inheritance¶

AtoM will allow you to add a rights record to a parent record and choose whether or not the same rights record should be applied to that parent’s child records.

After creating a rights record at a parent-level, in edit mode click on “More” then “Manage rights inheritance” in the button block of the parent record.

On the next screen, decide:

1. If you want the rights record(s) inherited by all descendants (children) or only descendants with digital objects associated with them (see Make rights actionalable on digital objects, below) and,

2. Whether you would like to delete any rights which pre-exist in the child records and replace with the parent rights (option 1) or combine the parent rights with any existing rights in the child records (option 2).

Click Apply. The child records will now reflect the rights inheritance from the parent record as you indicated.

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Make rights actionable on digital objects¶

Administrators can choose an act/granted right for which digital object permissions are set. This means that digital object thumbnails, reference display copies and master digital objects can be made visible or invisible to non-authenticated users by changing the rights record in conjunction with the appropriate administrative settings.

To access the settings, click on the Admin menu in the main menu and select “Settings” from the drop-down menu. Then click on “Permissions.”

First, choose from the drop-down menu the act/granted right you would like to apply to digital objects. You can choose from: Delete, Discover, Display, Disseminate, Migrate, Modify and Replicate. For many institutions, either Display or Disseminate will be the logical choice since this functionality relates to the display of digital objects.

Next, use the permissions table to indicate whether viewing/downloading digital objects should be allowed or disallowed. You will set these permissions for each of possible Rights bases (Copyright, License, Statute, Policy, and Donor), covering each of the three possible restrictions (Allow, Conditional, and Disallow). For each restriction you will also indicate whether viewing and downloading masters, reference representations and thumbnails are allowed or disallowed.

When a check-box in the permissions table is checked (and the area surrounding it is green), it means that access is allowed for that particular rights configuration. When a check-box is unchecked (and the area surrounding it is red), it means that access is disallowed for that particular rights configuration.

You can use the “Master,” “Reference,” and “Thumb” buttons above each row to check or uncheck all basis rows in a particular column. You can also use the “All / none” link below the table to check or uncheck all values in the permissions table:

Don’t forget to save your changes with the “Save” button in the button block at the bottom of the page.

Remember, for your rights to have an effect on a digital object attached to an archival description:

• A Rights statement must be associated with the description (see above, Add rights to an Archival description)
• The associated rights must have the same act as the one set in the PREMIS act drop-down menu above the permissions table in Admin > Settings > Permissions
• The basis of the rights on your archival description must be configured to disallow access in the permissions table in Admin > Settings > Permissions
• The user must be a public user (e.g. not logged in; also known as a researcher) - the rights do not apply to authenticated (e.g. logged in) users

For a public user, when access to the thumbnail is disallowed based on an attached rights statement, AtoM will instead display a default generic media type icon:

When access to the reference display copy is disallowed based on an attached rights statement, users will instead be shown the related Access statement, depending on the Basis of your PREMIS right. Access statements are intended to be user-friendly messages explaining the restriction, and can be configured by an administrator - see below for more information: Configure Disallowed and Conditional access statements.

If access to the reference display copy is allowed, but access to the master digital object (e.g. the original) is disallowed, the users will be able to view the reference copy, but they will not be able to click on it to view/download the original.

Example: Configuring copyright permissions¶

Here is an example use case:

Suppose an institution has determined that their digital objects fall into 3 categories: those that are in the public domain, those that are definitely still under copyright, and those that have an unknown copyright status. The institution does a risk assessment and determines that:

• Public domain digital objects can be accessed by anyone in any format
• Items under copyright can only be viewed online in their thumbnail version
• Items with unknown or uncertain copyright status can be viewed online, but only in smaller resolution. It is determined to be too risky to allow online access to the master copies.

The institution has created rights records for their archival descriptions using the act “Display”.

This institution would set their Permissions as such:

Example rights records in the related archival descriptions could look like this:

Public domain items: Display - Allow

The digital object would display, and would also be “clickable” to access the master copy:

Copyrighted items: Display - Disallow

The digital object would not display, and is replaced by a statement explaining why it is not visible:

Uncertain copyright: Display - Conditional

The image will display in its reference representation, but will not be “clickable”, preventing the user from using the master image:

Tip

For another possible way of dealing with access to digital objects with conditional copyright restrictions, see below, Add a Copyright statement before allowing access to a master digital object.

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Configure Disallowed and Conditional access statements¶

When access to the reference display copy of a digital object is restricted to public users via a PREMIS right, AtoM will display a customizable access statement in its place:

Depending on how you have configured the permissions (see above, Make rights actionable on digital objects), the access statement will also display in the digital object metadata information area for relevant versions of the digital object that are restricted by rights:

Access statements are intended to be user-friendly explanations of why access is restricted, and what the user can do (if anything) to gain access (for example, contact the Reference Archivist, etc).

These access statements can be individually configured for each Rights basis by an administrator, in Admin > Settings > Permissions. Scroll down to the section labelled “PREMIS access statements”:

The different Rights basis terms along the left act as tabs - click on one to flip the view and display the current accesss statement text for that basis. Each basis has a Conditional access statement (when the associated rights restriction is set to “Conditional” and the permissions table setting for the reference display copy is set to “Disallow”), and A Disallow access statement (when the rights restriction is “Disallow” and the associated permission for the reference copy is also “Disallow”). You can add custom text for each.

You can customize the access statements for each Rights basis, as needed based on local practice. When you have made the edits you want to each Basis tab, remember to scroll down and click “Save” in the button block at the bottom of the page.

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Configure a preservation system access statement¶

In addition to supporting the local upload or linking of digital objects, Atom also supports basic integration with Archivematica, a digital preservation workflow system. When used together, Archivematica can generate access derivatives from preservation files to be uploaded in AtoM. For more information, consult the Archivematica documentation:

• Upload a DIP to AtoM

Since access to preservation files is frequently not publicly available by default, an administrator can configure a custom preservation access statement to appear next to preservation metadata displayed in AtoM’s digital object metadata information area. For more information on the display of preservation file metadata in AtoM, see:

• Digital object metadata for preservation files

Access statements are intended to be user-friendly explanations of why access is restricted, and what the user can do (if anything) to gain access (for example, contact the Reference Archivist, etc). Preservation access statements can be configured by an administrator separately from the Conditional and Disallow access statements via AtoM’s Permissions settings.

When enabled, this setting will display customizable text about any access conditions that might be placed on linked files that are held in an integrated preservation system such as Archivematica. Note that these statement only appear in the metadata section for original files and preservation copies.

Using the preservation access statement

The setting can be accessed by an administrator via Admin > Settings > Permissions. See:

• Permissions

To use the access statement, write the notice that applies to your institution in the text field. For example, you may not distribute original files and preservation copies over the Internet but do provide access to them on a dedicated machine in your reference room. So your preservation system access statement may read: “Access only provided on reference room computer.”.

Toggle the “Enable access statement” option to “yes” and press “Save”.

The statement now appears next to a “Permissions” label in the Digital object metadata > Preservation Copies section on your archival description view pages.

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Add a Copyright statement before allowing access to a master digital object¶

There may be use cases where you wish to allow users access to the master digital object (i.e. the original digital object you have uploaded), but want to remind users of the copyright terms involved in the digital object’s usage and/or dissemination. For example, perhaps the terms of the copyright do not permit commercial use, or require attribution.

In these cases, AtoM includes the ability to configure a customizable copyright pop-up notice, that will appear for all users when they try to access the master digital object. The copyright pop-up must be viewed, and an “Accept” button clicked (acknowledging the terms in the pop-up), before access to the master digital object is granted.

There are two ways the copyright pop-up can be configured - either it can be set globally to apply to all locally uploaded digital objects (even if no Rights statement is applied), or else it can be configured to show only under certain conditions, including the presence of a related Rights record. In this second case, the pop-up will come into effect when:

• The copyright pop-up is enabled in Admin > Settings > Permissions
• Users are granted sufficient access privileges to access the master digital object
• A Rights statement with a Copyright basis and the Restriction set to “Conditional” is attached to the associated archival description
• The digital object is uploaded locally, not linked via a web address (i.e. from an external site).

More on each of these points will be included below.

Configuring the copyright pop-up¶

1. To enable and configure the copyright pop-up, click on the Admin menu in the AtoM header bar, and select “Settings”. AtoM will redirect you to the settings page. Choose “Permissions” in the left-hand navigation menu, and scroll down to the section entitled “Copyright statement”:

2. To activate the copyright statement, make sure that the “Enable copyright statement” radio button is toggled to “Yes”

3. Now, in the text-box below, you can add the content you would like to see appear in your copyright statement. Content added here will be rendered similar to a static page - that is, you can add HTML to style and structure the content. For tips on working with HTML in static pages, see: Styling static pages. You can also drag the bottom of the text-box down to expand it, if you need more room to work.

4. As you add your custom content, you can preview your work at any time to see how it will be rendered in the copyright pop-up page. Click the “Preview” button below the text-box: AtoM will open a new tab in your browser, with a preview of the rendered Copyright statement. It will differ from an actual copyright statement in 3 ways:
   • At the top of the preview tab, a message in a blue box indicates this is the “Copyright statement preview”
   • Where the title of the related archival description would normally appear, the preview tab will only say “Untitled”
   • The “Agree” button in the button block on the preview page will be disabled - normally users who click “Agree” will be taken to the related master digital object.

5. Clicking “Close” in the copyright statement preview tab will close the tab.
6. If you want the copyright pop-up to apply globally to all digital objects, there is an additional setting below - Set the “Apply to gevery digital object” radio button to “Yes”:

7. When you are done configuring your copyright statement, don’t forget to scroll down and click the “Save” button in the button block at the bottom of the page.

There are some additional configuration steps required for the copyright pop-up to be properly applied - see below for more information.

Applying the Copyright statement pop-up¶

Now that you have enabled and configured the Copyright statement, there are still other conditions that must be met before your copyright statement will be seen:

• Users must be granted sufficient access privileges to access the master digital object.
• The digital object must be uploaded locally, not linked via a web address or URL (i.e. from an external site).
• If you are not using the “Apply to every digital object” setting, then there there is also an additional condition: a Rights statement with a Copyright basis and the Restriction set to “Conditional” must be attached to the associated archival description.

Step 1: Granting sufficient access

For users to be able to see the Copyright statement, they must first have access to the master digital object. By default, the “anonymous” group in AtoM’s permissions module (e.g. a researcher or public user who is not logged into the application) does not allow public users to view the master digital object - so you must change this setting from “Inherit” to “Allow” in Admin > Groups > Anonymous > Archival description permissions:

Tip

For more information on working with Users and Groups in AtoM, see: Manage user accounts and user groups. For more information on configuring the permissions for Users and Groups, see: Edit permissions.

If you are using the “Apply to every digital object” setting for the copyright pop-up, then nothing else needs to be done. Otherwise, there are additional steps to configure so that the copyright pop-up will only be selectively applied:

You will also need to ensure that the PREMIS Rights permissions you have configured in Admin > Settings > Permissions will allow your users to access the master digital object when the Basis is “Copyright” and the Restriction is “Conditional”:

Tip

For more information on configuring the PREMIS permissions, see above, Make rights actionable on digital objects.

Now public users will have enough rights to access the master digital objects. If there are some masters to which you do not wish to grant access, you can always apply a PREMIS right with the Restriction “Disallow”, and configure the permissions settings accordingly (see above for further details on configuration). For the copyright pop-up statement to be presented, we still have to apply the appropriate Rights to related archival descriptions.

Step 2 - Applying the appropriate PREMIS rights (selective copyright pop-up)

Note

These requirements only apply when using the copyright pop-up selectively. If you have used the “Apply to every digital object” setting, then no associated Rights statement is required - the copyright pop-up will always be displayed before users are granted access to locally stored master digital objects.

Unless the global setting is used, the Copyright statement is only triggered when specific PREMIS rights have been associated with the archival description to which the digital object is attached:

• Act: Whichever act you have chosen to be actionable in Admin > Settings > Permissions. See above for further details on configuration.
• Basis: Must be “Copyright”
• Restriction: Must be “Conditional”

For example, if you have set “Display” as the Act in the Permissions settings, then the following rights statement, when applied to an archival description with a digital object attached, will trigger the copyright statement:

For further guidance in applying actionable PREMIS rights to archival descriptions with associated digital objects, see the section above, Add rights to an Archival description. For an example use case, see: Example: Configuring copyright permissions.

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Manage Rights holders records¶

1. Users with editor and administrator access permissions can navigate to the main menu located in the AtoM header bar and click on the Manage menu, then select Rights holders from the drop-down list. AtoM will take you to a browse page for Rights holders.

2. When you have arrived at the Rights holders records browse page, AtoM provides a dedicated search box for searching existing rights holders in the system. For more information on using the Rights holders dedicated search box, see: Rights holders. The list of rights holders can be browsed by “most recent” or “alphabetic” via the Sort buttons on the page.

3. If you click on the hyper-link name of a rights holder, AtoM takes you to the View rights holder page.

4. The View rights holder page lets the authorized user edit and delete the existing rights holder record, or add a new rights holder.
5. If you click on the edit button, AtoM takes you to the Edit rights holder template. There are two areas: the Identity area and the Contact area. In the Identity area there is one data entry field, authorized form of name. In the Contact area there is add new button, which allows you to add a new contact person. If you click on the add new button, AtoM opens a contact information dialogue with three tabs, Main, Physical location and Other details. Add as much information into the Related contact information dialogue and click on the Submit button.

6. Remember to click on the Save button at the bottom of the rights holder page to save all the new information you have added to the rights holder record. AtoM will reload the Rights holder record in view mode.

7. If you click on the Delete button located at the bottom of the Rights holder record when in view mode, AtoM will ask you to confirm that you want to delete the Rights holder record. Click the “Delete” button to delete, or the “Cancel” button to return to Rights holder record view page. If you click “Delete,” the Rights holder record will be permanently deleted.

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