Access information
On this page
This is a space to notice and document physical access features and what media is available to support your collections access.
Physical access
On each item’s ‘Collections‘ page, you can attach a ‘Related space‘ and ‘physical access‘ features. This includes:
- Keys to access – does it require keys to get to it?
- Weight – how heavy is it?
- Size and dimensions – what dimensions it is?
- Packing materials – what is it packed in?
- PPE required – is personal protective equipment required when handling the item?
- Additional access features – e.g. braille labels, wheels to move
Access media
You can also information about different forms of ‘access media‘. This includes:
- What access media is available
- What is in progress or might be developed
- What is missing
- What is not possible or safe
- What information would support greater user access to these materials
NB You can add as many (or as few) entries as required, of the same type or different media types, for each item record.
Choose an item
Select access level
Add access notes
| Media | Format examples and information |
|---|---|
| 3D model (physical) | 3D printed item |
| Alternative text (Alt-text) | A short description of an image on a web page that is read by screen readers and other assistive technologies [not just a duplication of a short description] |
| Audio (analogue) | Cassette tape; vinyl record |
| Audio (digital) | mp3; m4a |
| Audio description (analogue recording) | Cassette tape; mp3 player |
| Audio description (digital recording) | mp3; m4a |
| Braille | Digital file (software supported); physical paper copy |
| BSL (recording) | mp4; mov; VCR tape recording |
| Captions (accompanying audio/visual content) | Time-synchronised text versions of speech and sound effects that appear on a screen at the same time as the audio |
| Database/spreadsheet (digital) | Excel file; csv file; library catalogue |
| Database/spreadsheet (printed) | Printed excel spreadsheet; printed binder of library catalogue |
| Film/video (analogue) | VCR tape; mini-disc; DVD; Blu-ray |
| Film/video (digital) | mov file; YouTube video; local copy of Netflix programme |
| Flat medium artwork (physical) | Includes painting, poster art, drawings, prints, photographs (where artistic) e.g. Mona Lisa (Da Vinci); The Broken Column (Frida Kahlo) |
| Image (digital) | jpeg; jpg; png |
| Image (digital reproduction) | Photocopied scan of a printed photograph (PNG file) |
| Image (printed) | Polaroid; 6×4 gloss |
| Image (printed reproduction) | Printout of a photograph of an image (polaroid; 6×4 gloss; A4 plain paper) |
| Investigative scan (processed data) | Rendered LIDAR scan; VR ‘experience’ produced using Photogrammetry |
| Investigative scan (raw data) | Laser scan raw data (.txt) |
| Map (analogue) | ONS foldable map |
| Map (digital) | Google Maps |
| Paper archive/print media | Anything that falls under your organisation’s archival collection |
| Physical collection item | Anything in your collection that has physical properties that you can touch (not a digital file or online video for example); does not include paper archive |
| Software (digital only) | Adobe suite; Zoom (online download only) |
| Software (disc-based) | CD-ROM of Microsoft Suite |
| Survey data (processed) | Aerial photography survey; Ground Penetrating Radar survey results |
| Survey data (raw) | Magnetometer raw data (.txt); Ground Penetrating Radar data |
| Transcript (digital) | Time-stamped text versions of speech and sound effects of audio or audio/visual content. Word document; PDF |
| Transcript (printed) | Time-stamped text versions of speech and sound effects of audio or audio/visual content Printed word document; printed PDF |
| Video game (cartridge/disc) | Game Boy cartridge; PlayStation 2 ROM game; PC CD-ROM game |
| Video game (server/cloud stored) | Fortnite; Candy Crush |
| Voice note/memo | mp3; m4a |
| Website | Web location (http://www.) |
| Written (digital printout) | Printed word document; printed PDF |
| Written (digital) | Word document; txt file |
| Written (handwritten) | Letter; shopping list |
Once the media type is chosen, select what level of access there is to it.
- Yes
- In progress
- Not yet
- Not possible
- Not relevant
At the bottom of this section is a box for to add the location (physical or digital) and/or to note the reasons the access may not (yet) be possible.
Some of your media may need some further access notes.
Check all of the boxes that are relevant to the access media type you chose in Step 1, and add any further information to boxes that may pop up for your selection.
| Access note | Extra information (if known) |
|---|---|
| Digital format | ‘Digital format’ notes box |
| Universal hazard(s) to access | ‘Hazards’ notes box |
| Internet access required | |
| Equipment required | ‘Required equipment’ notes box |
| Specific software required (e.g. ArcGIS) | ‘Required software’ notes box |
| Audio panning | Select from: Mono Stereo Binaural |
| Video quality | Select from: 8K: 7680 x 4320 4K: 3840 x 2160 1080p: 1920 x 1080 720p: 1280 x 720 480p: 854 x 480 360p: 640 x 360 240p: 426 x 240 |
| Time stamped/progress bar (audio/visual content) | |
| Language(s) | ‘Language(s)’ notes box |
| Large print | |
| Giant print | |
| Women only access | ‘Women only’ notes box |
| Men only access | ‘Men only’ notes box |
| Community gatekeeper presence required | ‘Gatekeepers’ notes box |
Further information
Use this space for any extra access information that doesn’t fit in the categories above.