SOAS University of London

ELAR's Protocols for Access Management

ELAR accounts and registration

To access and view resources at ELAR, you must have an ELAR user account. When you register for an account, you must clearly identify yourself as a real and specific person. Anonymous and screen-name identities are not allowed. You must agree to the terms and conditions which protect the integrity of the resources and the privacy of language speakers where they have requested. ELAR may check the authenticity of registrations; you will need to respond to any emails or other communications from ELAR to retain your account. Registering for an account with ELAR provides you with User status. ELAR accounts may be withdrawn at any time.

A basic account provides User status. ELAR users who are members of relevant communities, research fields, or who have specific interests can request access to from the depositors, depositors' delegates or ELAR to be allocated the additional role Subscriber and to gain additional access permissions.

ELAR and access to data

ELAR’s catalogue system compares your current (logged-in) status with the protocol values of resources, and provides information enabling you to see what you can access, and, for those items you cannot access, the reason why.

ELAR allows users to access as many resources as possible while observing access restrictions that have been required by depositors. In general, Users (as well as an unregistered visitor) can see the range of deposits and metadata about them. However, if a user attempts to access or download resources such as audio, video, texts or images, the archive system checks that the user is permitted to do so. If permitted, the resource is presented for view and/or download; otherwise user is presented with a brief description of why s/he cannot access it and is offered a link where s/he can apply for access.

Types of account status - the ‘OUS’ system

Unregistered visitors to the archive do not have a special status and can only access to fully Open resources. Registered users can have one or more statuses:

  • ordinary User
  • Subscriber (for a particular deposit, bundle or resource only)

Subscriber status applies in respect to particular deposits or resources. Subscriber status requires you to apply to the depositor, who can approve or decline your application. The depositor is supplied with the information you provided when you first registered with ELAR, so it is recommended to provide accurate and relevant information when you first register.

Resource access categories

Access protocol refers to the conditions of access to resources, based on sensitivities and restrictions, as determined by our depositors and the people they worked with. Every file has at least one assigned access protocol value.

Access conditions are expressed in exactly the same terms as account status, i.e. fully Open, open to Users or open to Subscribers, corresponding to the account types of those who are allowed to access the resource. In other words, to access a resource that has the protocol Subscriber, you must have an account with Subscriber status for this particular resource or set of resources.

Access conditions and roles are shown throughout the catalogue as graphics showing the roles or protocol values O, U and S.

Subscriber access roles

Subscriber roles apply in relation to specific deposits, bundles or resources. You need to apply to the depositor, using the links displayed in a deposit. At the time of applying, you can write a message to the depositor, explaining why you’d like access. The depositor receives and considers your application, and if approved grantss you access to resources in that deposit.