Embargo System - User Guide¶

What is an Embargo?¶

An embargo restricts access to archival records for a specified period or indefinitely. This is used to protect sensitive materials, comply with donor agreements, or meet legal requirements.

Embargo Types¶

Type	What Public Users See	Use Case
🔒 Full	Nothing - Record completely hidden	Highly sensitive materials, legal holds
📄 Metadata Only	Title and description visible, no images	Privacy concerns, pending clearance
🖼️ Digital Object	Metadata + thumbnail visible, no downloads	Copyright restrictions
⚙️ Partial	Customizable per field	Special arrangements

Visual Guide: What Gets Blocked¶

┌─────────────────────────────────────────────────────────────┐
│                    FULL EMBARGO                              │
│  ┌─────────────┐                                            │
│  │   🔒 403    │  "Access Restricted"                       │
│  │   BLOCKED   │  User cannot see anything                  │
│  └─────────────┘                                            │
└─────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────┐
│                 METADATA ONLY                                │
│  ┌─────────────┐  ┌──────────────────────────┐              │
│  │   🔒 No     │  │ ✓ Title                  │              │
│  │   Images    │  │ ✓ Description            │              │
│  │             │  │ ✓ Dates, Creator         │              │
│  └─────────────┘  │ ✗ No thumbnails          │              │
│                   │ ✗ No digital objects     │              │
│                   └──────────────────────────┘              │
└─────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────┐
│               DIGITAL OBJECT ONLY                            │
│  ┌─────────────┐  ┌──────────────────────────┐              │
│  │  🖼️ Preview │  │ ✓ Title                  │              │
│  │   Visible   │  │ ✓ Description            │              │
│  │             │  │ ✓ Thumbnail preview      │              │
│  └─────────────┘  │ ✗ No full-size view      │              │
│                   │ ✗ No downloads           │              │
│                   └──────────────────────────┘              │
└─────────────────────────────────────────────────────────────┘

How to Add an Embargo¶

Step 1: Navigate to Record¶

Go to the archival record you want to embargo.

Step 2: Click "Add Embargo"¶

In the sidebar under "Rights", click "Add embargo".

Step 3: Choose Settings¶

Select embargo type (Full, Metadata Only, etc.)
Set start date
Set end date (or mark as perpetual)
Add reason (Donor, Copyright, Privacy, etc.)
Optional: Add public message

Step 4: Apply to Children (Optional)¶

☑️ Check "Apply to all descendants" to embargo all child records at once.

Step 5: Save¶

Click "Create Embargo" to apply.

Applying Embargo to Multiple Records¶

When you have a fonds or series with many items, you can apply the embargo to all descendants at once:

       📁 Fonds (Parent)
           │
    ☑️ Apply embargo here
           │
     ┌─────┴─────┐
     ↓           ↓
   📁 Series   📁 Series
     │           │
   ┌─┴─┐       ┌─┴─┐
   ↓   ↓       ↓   ↓
  📄  📄      📄  📄   ← All automatically embargoed!

⚠️ Warning: Each child record gets its own embargo. To remove, you must lift each one individually or use bulk operations.

Managing Embargoes¶

View Active Embargoes¶

Navigate to: Rights → Embargo Management

Shows: - All active embargoes - Expiring soon (next 30 days) - Embargo statistics

Edit an Embargo¶

Go to the embargoed record
Click "Manage embargo" in sidebar
Modify settings
Optionally apply changes to descendants
Save

Lift an Embargo¶

Go to the embargoed record
Click "Manage embargo"
Click "Lift Embargo"
Provide a reason (optional)
Confirm

Embargo Timeline¶

     START DATE                              END DATE
         │                                       │
         ▼                                       ▼
    ─────●═══════════════════════════════════════●─────
         │         EMBARGO ACTIVE                │
         │                                       │
         │  📧 Notification sent                 │
         │     30 days before expiry             │
         │              │                        │
         │              ▼                        │
         │         ┌─────────┐                   │
         │         │ Review  │                   │
         │         │ Extend? │                   │
         │         └─────────┘                   │
         │                                       │
    Record                                   Record
    Hidden                                   Visible

Who Can See Embargoed Records?¶

User Type	Full	Metadata Only	Digital Object
Public (anonymous)	❌	✓ Metadata	✓ Metadata + Thumb
Registered researcher	❌	✓ Metadata	✓ Metadata + Thumb
Editor (with permission)	✓ All	✓ All	✓ All
Administrator	✓ All	✓ All	✓ All

Note: Editors and administrators can always see embargoed content to manage it.

Common Reasons for Embargo¶

Reason	Typical Duration	Type
Donor Restriction	25-50 years	Full or Metadata Only
Privacy (living persons)	Until death + 20 years	Metadata Only
Copyright	Until cleared	Digital Object
Legal Hold	Until resolved	Full
Cultural Sensitivity	Indefinite	Full or Metadata Only
Research Embargo	1-5 years	Metadata Only

Quick Reference¶

Action	Where to Find
Add embargo	Record page → Sidebar → "Add embargo"
Edit embargo	Record page → Sidebar → "Manage embargo"
Lift embargo	Embargo view → "Lift Embargo" button
View all embargoes	Rights → Embargo Management
Bulk apply	Add/Edit form → "Apply to all descendants"

Screenshots¶

Embargo Blocked Page (Full Embargo)¶

When a public user tries to access a fully embargoed record:

Embargo Blocked

Add Embargo Form¶

Add Embargo

Embargo Sidebar

Need Help?¶

Contact your system administrator if you: - Need to embargo a large collection - Require special access arrangements - Have questions about embargo policies - Need to lift multiple embargoes at once

Last updated: January 2026 Part of the AHG Extensions for AtoM 2.10