User Requirements
This chapter will cover:
This section covers the requirements of users for accessing, viewing and managing the archival system.
User Access and Management
Given the sensitive nature of the critical documents involved, it is important to ensure appropriate user management access controls exist. This section provides questions focused on ensuring only those who should have access to the archive, do so.
How does your system ensure that digital content and associated metadata are only viewable and/or accessible by authorised users?
User access control is imperative for ensuring digital content and metadata are only accessible by authorised users. The system should ensure multiple levels of user access, restricting visibility and/or access to certain records and datasets.
What are the access permissions of the system administrator?
The system admin should have the highest level of permissions and must be able to perform the activities within your requirements, such as assigning access to users.
Does your system track and record all user activities?
The solution should produce audit trails that track and report dates and times of activities by the user or system. This includes user logins, ingests, access, viewing, downloading, deletion of data etc.
How can I provide access to an inspector for future inspections?
If required, you may want to provide an inspector with access to the archive during an inspection. In this way you can demonstrate your alignment with retention requirements, as well as providing easy access to the records that they require.
Can users download data from the archive?
It is important to understand how users can download data from the archive, what restrictions are in place, and whether an approval process can be included.
Do users have the ability to delete data from within the archive?
As with downloading data, it’s important to understand users' ability to delete data from the archive. This includes relevant restrictions and approvals.
User Training, Documentation and Support
Onboarding any new solution requires the buy-in of new stakeholders – a major part of that is having sufficient training and guidance on the use of the system. It is highly recommended to understand the full onboarding process and what support will be provided to users.
What training do you offer on the use of the system for both operation and ongoing maintenance?
You should not be expected to know a solution from the get-go, having a detailed onboarding and training process is crucial for understanding how best to use the solution, gain stakeholder buy-in and get the most out of it.
What documentation do you offer to assist in the use of the system?
In addition to training on the solution, third party suppliers should provide system user guides or manuals.
What credentials and expertise do you have in digital archiving and preservation?
You wouldn’t ask an electrician for medical advice (unless they are fully trained of course) so why should you use a digital preservation solution deployed from those not experts in the field? You are entitled to ask a supplier to demonstrate their expertise and credentials in the field.
Do you have experience in our industry? If so, can you provide any case studies?
Acquiring a case study from a potential vendor can give you an idea on how they have previously supported their customers with navigating industry requirements and regulation.