Data Access

Page Index


  1. Define the intended audiences of the digital material.
  2. Determine how different audiences might use the material.
  3. Determine how users will locate the material (i.e., through HOLLIS, VIA, local catalog, or Web site, et cetera).
  4. Determine if other finding aids will be necessary.
  5. Determine what functionality the digitized version of the material should offer (i.e., searchability; ability to print/download/save/e-mail; links to other resources; enhanced research capabilities; bringing together different formats in the digitized collection that cannot be brought together otherwise such as photos, audio clips, et cetera).
  6. Determine the level of user privileges. (For example, which users will have access to the material and from what machines?)
  7. If access to the material will be through a dedicated Web site:
    • Decide who will design, implement, and maintain the Web site;
    • Determine where the site will be hosted;
    • Determine any security measures the site will require;
    • Determine who will have access to the Web site (i.e., will it be open to the public or only to certain types of users?);
    • Determine if the site will require password access.
  8. Draft restriction notice to accompany online collection, if necessary.


  1. Begin designing mock-ups of the user interface (incorporating functional components as determined earlier).
  2. Modify/create finding aids.
  3. Draft final user interface.
  4. Create an HTML mock-up.
  5. Invite select users to look at the site.
  6. Develop and insert any hypertext links (other than to the material itself).
  7. Insert search engine, if necessary.
  8. Add graphics to the HTML pages.
  9. Mount HTML pages on test server.
  10. Invite users to test the site.
  11. Add access restrictions if necessary (passwords).
  12. Add security scripting if necessary.
  13. Review interface for accuracy and completeness.
  14. Evaluate the test results and make modifications as necessary.

The content of this page was taken from Guidelines for Digital Reformatting Projects.

User Contributed Notes
E-MELD School of Best Practices: Access to Data
+ Add a comment
  + View comments

Back to top Credits | Glossary | Help | Navigation | Site Map | Site Search