Aviary offers several layers of permissions, allowing for gradated access. Permissions can be set on the Collection, Resource, and Media File level. The VU Libraries have created a permissions group based on SSO that allows Vanderbilt users higher levels of access than the general public. Aviary disables downloads of media files by default.
At the collection level, permission is a binary choice. You are deciding whether the collection is or is not public. Setting public to “yes” makes the collection visible and discoverable to anyone who uses Aviary. “No” restricts visibility to users that are logged in via the Vanderbilt Libraries, plus any additional users that are part of a special permissions group. Unless the collection has specific restrictions, the default setting should be public.
At the individual resource level, permissions dictate the visibility of the record and its metadata, NOT access to the media file itself.
Public: Visible to all users on Aviary (both the VU Libraries’ instance and the regular Aviary site whether they are logged in or not).
Restricted: User must be logged in to Aviary to see that the resource exists, they but must request access from the VU Libraries to view the detail page.
Private: Only Vanderbilt users will be able to see that the resource exists.
Since this level of permissions controls access to the resource level record, the level should be set as Public unless there are specific restrictions apply (e.g., date-based embargo; FERPA restrictions related to student work).
Like the Collection Level permissions, the choice is binary. Selecting yes means that the media files are accessible to anyone; selecting no restricts access. Users that are included in special permissions groups (like the Vanderbilt SSO group) can still play the files. Media file permission settings should be made on a case-by-case basis according to the status of the intellectual property rights. In many cases, the VU Libraries will not hold the IP rights to media materials. No public access should be granted to these files. If IP was transferred to Vanderbilt or the media is in the public domain, public access can be granted.
