Managing Access to Historical Resources: Confidential and Public Content Control

1. How We Control Who has Access to What Shelley Neville Beck Locey

2. Church History Library • Includes a library, archives, and a museum • We use Aleph, Primo and Rosetta • 2 instances of Rosetta • One for long term storage • One for digital content management • Online catalog available at: • http://history.lds.org/section/library

4. Access • The public can access some historical materials in a large, open library area, while most materials are located in archival storage rooms and can be brought to a reading room upon request by a patron. • Museum items are not available for general requests and loans

5. Temple Square 1952

6. Our collection contains approximately: • 270,000 books, pamphlets, magazines, and newspapers • 240,000 collections of original, unpublished records (journals, diaries, correspondence, minutes, etc.) • 13,000 photograph collections • 23,000 audiovisual items • 71,730 art and artifacts

7. Brigham Young Training School, 1900

8. Software Used • Aleph 21 • Primo 4 • Rosetta 3 • DCMS – Digital Content Management System (digital asset management) • DRPS – Digital Records Preservation System (dark archive) • EAD Tool (home grown)

9. Business Problem to Solve • Given that we have both public and staff content in Aleph collections, EAD finding aids, Rosetta digital images and in Primo… • Business Objectives • Permit staff to discover and see both confidential and public content • Provide visual indicators (color-code) to distinguish • Don’t present or allow access to confidential content to the public • Have all 4 products play together nicely • (future) Provide different levels of staff access based on type of staff (volunteer, intern, full staff)

10. Complications • A single Aleph collection or an EAD finding aid may have both public and confidential content • The EAD tool doesn’t natively use Ex Libris PDS (patron directory services) • We only have EAD finding aids for a small part of the collection • We want the public to have a positive user experience • E.g. don’t present a finding aid or link to a digital asset and then say “just kidding – you can’t see this” Confidential content Public content

11. Definitions • Public content – see everything • Restricted content – public can see non-confidential metadata, but not the underlying source document / image • Confidential – staff access only Confidential content Public content

12. Demo

13. How we did it

14. High-level Solution • Create a patron account in Aleph and set the status • Utilize PDS SSO across all products • Configure groups in PDS • Separate content into two large buckets: • Public (no confidential content) • Staff (all content) • Publish the separated content to Primo – Public and Staff view (2 separate institutions) • Use restricted search scopes • Configure Rosetta Access Rights policies • Program the EAD Tool to control access to public, restricted and confidential content for finding aids

15. Finding Aid (Staff) Restricted Confidential Restricted

16. Finding Aid (Public) Restricted

17. Solution in Detail • Solution sub-agenda • Aleph • Primo • Rosetta • EAD Tool • PDS

18. Solution, Aleph • If a finding aid exists, Aleph harvests 555 tags with direct links to the EAD finding aid *** • If no finding aid exists, Aleph harvests 856 tags with a direct link to the digital assets in Rosetta *** • An 856 tag can be marked as restricted • Two separate publication sets are published to Primo each night • Public (no suppressed content) • Staff (all content) • Every patron has a status which defines access across all 4 products • Point Aleph to Primo FE server for PDS *** eLuna 2014, And you Thought Cleaning out the Augean Stables was Difficult

19. Solution, Primo • Two institutions (Staff and Public), two views, two data sets, two normalization rules, two pipes * • Staff view requires authentication (must login) • Configure link to finding aid to pass on the pds_handle • Harvest EAD finding aids ** • Custom file splitter and normalization rules • EAD components are individually discoverable • Tweak EAD components for circulation and RTA • Promote the BIB record higher than the EAD components • Search results show BIB first for same collection content • Add facets for finding aids • Configure Primo FE server for PDS SSO * Presented at previous eLuna & IGeLU2011** eLuna 2014, How to Make Primo Play Nicely with EAD (Encoded Archival Description) Records

20. Solution, Rosetta • During ingestion, a cataloger designates each component as public or confidential • A direct link to each component is sent to the EAD finding aid or collection in Aleph *** • Rosetta is configured with appropriate AR (access rights) policies to enforce restrictions • Non-staff patrons can’t access confidential assets even with a direct link • Aleph bor_status (patron status) is queried via PDS • Point Rosetta to Primo FE server for PDS *** eLuna 2014, And you Thought Cleaning out the Augean Stables was Difficult

21. Solution, EAD Tool • Harvest Rosetta link for each EAD component *** • Custom parser for Dublin Core content from Rosetta • Publish content to Primo using custom XML vocabulary • Two data sets (public and staff) • Integrate with Primo via a link to finding aid • Discovered EAD components in Primo can be browsed in context in the finding aid • Suppress confidential components • If a non-staff patron obtains a direct link to an EAD finding aid, they can only see public components • Integrate with PDS using pds_handle • Authorization based on patron status (bor_status) from Aleph *** eLuna 2014, And you Thought Cleaning out the Augean Stables was Difficult

22. Solution, PDS Aleph, Patron Status PDS From PDS (.tags file): [ATTRIBUTES_VALUES_MAPPING] z305-bor-status,10 = group, STAFF z305-bor-status,20 = group, STAFF z305-bor-status,25 = group, STAFF [END] EAD Tool

23. Questions • Beck Locey • +1-801-240-1170 • beck.locey@ldschurch.org • Shelley Neville • +1-801-240-4069 • shelley.neville@ldschurch.org

24. Backup Slides Primo

25. Trick Primo to check Aleph for RTA See eLuna 2014, How to Make Primo Play Nicely with EAD (Encoded Archival Description) Records

26. Custom XML Vocabulary Create <availability> element in Source XML

27. Normalization Rules Map <availability> elements to Display > Library Level Availability (same as Aleph source records)

28. Top Level Facets for Finding Aids Normalization Rule

29. Boosting For Aleph Records (Library and Archives) For EAD Records

30. Backup Slides Aleph

31. Overview • Public vs Staff content Staff Public Public Record Confidential Record XX XX XX Record – confidential content removed Record with confidential content

32. Aleph

33. Backup Slides rosetta

34. Rosetta From PDS: CHD_dps.tags [ATTRIBUTES_VALUES_MAPPING] z305-bor-status,10 = group, STAFF z305-bor-status,20 = group, STAFF z305-bor-status,25 = group, STAFF [END]

35. Backup Slides PDS

36. Solution, PDS • Edit / create the .tags file(s) • Defines how patrons status is mapped from Aleph to the groups in Primo and Rosetta. • On the primo fe server(s) • $ pdsroot • $ cd conf_table • Edit / create the .tags file • INSTITUTE-CODE_calling-system.tags • [ATTRIBUTES_VALUES_MAPPING] • z305-bor-status,10 = group, STAFF • z305-bor-status,20 = group, STAFF • z305-bor-status,25 = group, STAFF • [END] For example: CHD_primo.tags CHD_dps.tags

37. Solution, PDS, cont. • Configure tab_service.<inst> • Note: the <inst> can be mapped to the Aleph, Primo, Rosetta institutions • Edit tab_service.<inst> file: • [AUTHENTICATE]… • [BOR_INFO]… • [INSTITUTE_DISPLAY] • aleph = LDS50 • dps = CHD00 • code = CHD • desc = Staff Login • lang = ENG • [END] For example: tab_service.chd Aleph adm library Rosetta institution Primo institution