Managing Access to Works

By default, anyone can view and download items published in KCWorks. When depositing, you can adjust Record access, File access, and Embargo settings to control visibility.

In the Access section of the deposit form, you will see:

• Record Access:
  • Public — metadata visible to everyone
  • Restricted — visible only to you, invited people, and system administrators
• Files Access:
  • Public — files downloadable by anyone
  • Restricted — files visible only to you, invited people, and system administrators
• Employ an Embargo:
  • Unrestricted — no embargo
  • Embargoed — files become public automatically on a set date

Note: Even if your record is restricted, its metadata must remain publicly visible through the DataCite registry (https://commons.datacite.org/) to support DOI assignment.

A message on the deposit form will clearly indicate whether your work is currently Public (unlocked icon) or Restricted.

Draft Works

• Do not appear in search results.
• Are visible only to you and system administrators.
• You may share a private link to allow others to preview a draft.
• If submitted to a collection, collection administrators and curators can view and edit the draft; collection members may also see the submission.

Published Works

Once published, visibility depends on your access settings.

Record Access

Controls who can see the metadata and author information.

• Public: Anyone can view the record.
• Restricted: Only you, invited users, and system administrators can view the record.

If the work is submitted to a collection, the collection administrator can view the record regardless of restrictions.

Files Access

Controls who can view and download files.

• Public: Anyone can view/download.
• Restricted: Only you, invited users, and system administrators can access the files.

Collection administrators can view restricted files if the work is submitted to their collection.

Mixing Record and File Access

You may choose:

• Public record + Restricted files
  • Common when preparing a draft or applying an embargo
• Restricted record + Restricted files
  • Only you and invited users can see the work at all

Embargos allow you to publish metadata immediately while delaying file access until a future date. This is often required by publishers or funders.

To apply an embargo:

1. Set Files Access to Restricted (required).
2. Switch Apply an embargo to Embargoed.
3. Enter:
   • Embargo until (YYYY-MM-DD)
   • Embargo reason (optional)

Once the embargo date passes:

• Files automatically become public
• You do not need to return to update the record manually