4. > Principles

Provisions for Access

Records should be useable: records should be identifiable, retrievable, accessible and available when needed.

4.1. > Right of Access

Access to open access records should be provided equitably, without obstruction and without fees or charges for basic access services.

In principle, people have a right to access records, unless there is good reason to withhold them. (For information on access to restricted records see section 4.9.)

Access providers should make open access records available in a manner that aims to be equitable for all users, regardless of their nationality, background, age, qualifications or research interests. Access formalities should be kept as simple as possible while ensuring protection of records from unauthorised access, destruction, alteration or removal.

Under s47 of the Public Records Act, open access records must be made available for inspection by members of the public free of charge. This means that basic access services should be provided without the levy of any fees or charges. Basic services include the registration of users, availability of finding aids, provision of facilities or channels to enable records to be viewed, and advice on the location and availability of specified records and use of finding aids.

Users should be aware of and respect the policies and rules of the institution providing access, and know their responsibilities in helping to ensure the protection of records. New users should provide evidence of their identity, and sign an undertaking to comply with use conditions and access rules. Where users do not comply with access rules, their access rights may be suspended.

Minimum Requirements

1. Provision of service is consistently applied to all users.
2. Basic access services are provided without any fees or charges.
3. Users are made aware of their access rights and their responsibility to comply with the policies and rules of the access provider.