Restricted material needs special attention in the finding aid.
In the finding aid, you must put a note in the general "Access" section as well as in the folder heading.
- in Access section:
Write separate paragraphs for open and closed material to set them apart visually.
<p>Most of the collection is open for research.<p>
<p>Folder #83.12 is closed until January 1, 2025. <p>
If you have multiple closure dates, use a separate <p> for each one. If you foresee this becoming onerous,
Most of the collection is open for research; folders #10.1 - 13.5 are closed as noted. - In Inventory:
Use the <accessrestrict> tag in folder titles. The note appears in OASIS as:
Access Restrictions: CLOSED UNTIL JANUARY 1, 2025.
Note: In general you should try to be as specific as possible in the Access statement. However, if there are many restricted folders scattered throughout the collection or many folders with different closure dates, you can write a blanket statement and not a detailed list of each folder. See above for example.
If, however, you have consecutive folder groups with the same closure date, or folders/series that require written permission or a special form, those should be stated in the Access statement (and match in the bib record)–e.g.,
“Folders #49-51, 53-56, 90-91 are closed until January 1, 2057. Folder #126 is closed until January 1, 2038.”
If an entire series shares a restriction, please use the box and folder #s (#2.4 - 7.6) and not the series number (Series III) in the Access statement.
Wording for Access statements will vary; please consult your team lead.