There are 3 user types in ArchivesGateway:
- Senior Agency Administrator
- Agency Administrator
- Agency Contact
All users, regardless of permission levels, can search their records in ArchivesGateway and submit a Reading Room Request.
Each user can also be assigned different permissions based on what you need that user to be able to do within ArchivesGateway and their 'location'.
If your agency is smaller and only has minimal records management staff, you may not need all 3 user levels. However, all agencies with records at QSA must have a Senior Agency Admin user in ArchivesGateway.
Senior Agency Administrator
Senior Agency Administrators can:
- see all levels of permissions
- assign permissions for Agency Administrators and Agency Contacts
- add 'locations' to your agency (i.e. business units or administration areas)
- view and search all records controlled by their agency
- submit File Issue, search and Reading Room requests
- propose and manage transfers to QSA
- access restricted records.
If they are also the authorised delegate for your agency, they can also:
The Senior Agency Administrator can set up other users in their agency to access ArchivesGateway.
Senior Agency Administrator users must be set up by QSA. If your agency needs access to ArchivesGateway and hasn't been set up yet, you can nominate a Senior Agency Administrator.
Agency Administrator
Agency Administrators can:
- see levels of permissions assigned to users
- can assign permissions to agency contacts
- view and search all records controlled by their agency
- request to access records in the Reading Room at QSA.
If Agency Administrators have been given permission by the Senior Agency Administrator, they can also:
- submit File Issue and search requests
- propose and manage transfers to QSA
- set and change restricted access periods (must be authorised delegate)
- grant access to restricted records (must be authorised delegate).
Agency Contact
Agency Contacts can:
- view permission levels for other users
- view and search all records controlled by their agency
- request to access records in the Reading Room.
If they are also the authorised delegate for your agency, and/or given permission by the Senior Agency Administrator or the Agency Administrator they can:
- submit file issue and search requests
- propose and manage transfers to QSA
- set and change restricted access periods (must be authorised delegate)
- grant access to restricted records (must be authorised delegate).
They cannot assign permissions to any other users.
Creating and assigning locations
All agency users can be assigned to different 'locations' within your agency, where locations are specific business units or administrative areas.
You may need to assign them to multiple locations depending on the level of access they require to different types of records.
A user can also be assigned different permission levels based on their location.